Yes, businesses can use third-party agents to register in SAM.gov, though this requires a notarized authorization letter signed by the CEO or president on company letterhead. Third parties assist organizations with limited resources or technical expertise, but their access is restricted to authorized functions. While convenient, these services often charge fees for what is a free process through SAM.gov, and sharing sensitive business information carries security risks. Free official resources provide extensive support for those who explore government-provided alternatives.
Third-Party Registration: Requirements and Limitations
While registering in the System for Award Management (SAM.gov) can be completed independently, some entities choose to utilize third-party agents to manage this process. This option provides third party benefits for organizations facing registration challenges due to limited staff or technical expertise. For additional assistance, local PTACs offer personalized guidance at no cost to businesses seeking government contracts.
The process requires a notarized authorization letter on company letterhead, signed by the CEO or president. This letter must explicitly state whether the entity authorizes a third-party agent or explicitly denies such authorization.
Authorization for third-party SAM.gov registration requires a notarized letter on company letterhead with explicit CEO/president approval.
The document must include the entity’s legal name, DUNS number, physical address, and contact information. As of April 4, 2022, the DUNS Number has been replaced by the Unique Entity Identifier (UEI) as the official identifier for federal awards.
Third-party agents cannot act as Entity Administrators without explicit authorization. Their access remains limited to functions specified in the notarized letter.
Despite utilizing external assistance, entities must understand that SAM.gov registration is always free, though third-party services may incur costs that must be disclosed in the authorization letter.
Authorization Process for Third-Party Agents
The authorization process for third-party agents requires several critical steps to guarantee compliance with federal regulations. Entities must prepare a notarized authorization letter on company letterhead, signed by the CEO, president, or legally authorized representative. This document establishes agent accountability, as all actions taken by the third party legally bind the entity.
The authorization letter must contain:
- The entity’s complete legal name, DUNS/UEI number, physical address, and contact information
- Specific details about the authorized third party, including name and contact information
- Clear statements about the scope of authorization (e.g., “conduct all normal business functions in SAM.gov”)
- The authorized signatory’s signature
When properly executed, this documentation allows third parties to submit registrations, manage entity information, and maintain compliance with federal requirements.
Without proper authorization, registrations may face delays or rejection, potentially affecting access to federal funding opportunities.
Nonprofits and small businesses can benefit from simplified reporting requirements when working with authorized third-party agents for SAM registration.
Weighing the Costs and Risks of Third-Party Assistance
Many entities seeking to register in SAM face a critical decision regarding third-party assistance, weighing potential convenience against unnecessary costs. A thorough cost analysis reveals that while third-party services may offer navigation assistance through the registration process, these services charge fees for a process that is completely free when done directly through SAM.gov. The official government website provides all necessary registration tools without any associated costs.
Organizations should prioritize scam awareness when considering outside help. Numerous entities have reported receiving misleading emails from companies claiming SAM affiliation and demanding payment. These scams exploit businesses unfamiliar with the registration process. The federal government has issued warnings to be cautious of unsolicited emails regarding SAM registration that request payment.
Instead of paying for assistance, entities can access:
- Free Quick Start Guides from SAM.gov
- Direct support from the Federal Service Desk
- Step-by-step registration instructions
The financial risk extends beyond unnecessary fees—sharing sensitive business information with third parties may compromise data security.
For most organizations, utilizing the free resources available through official channels remains the most cost-effective approach.
Frequently Asked Questions
How Long Does Third-Party Authorization Remain Valid?
Third party authorization validity extends for the duration of an entity’s active SAM.gov registration, typically 12 months.
The authorization expires when the SAM registration lapses, requiring renewal during the annual revalidation process.
Entities can modify or revoke third-party access permissions at any time through their SAM.gov account settings.
Authorization is also invalidated if the entity’s UEI becomes invalid or if changes occur to the legal business name or address.
Can International Entities Use Third-Party Registration Services?
Yes, international entities can use third-party registration services for SAM registration.
These specialized services assist with maneuvering complex requirements, obtaining NCAGE codes, and ensuring compliance with U.S. federal regulations.
Third-party providers streamline the international registration process by managing documentation requirements and validating information.
They help overcome common challenges like document submission errors and regulatory compliance issues that foreign businesses often encounter during registration.
Are There Penalties for Misleading Third-Party Authorization Letters?
Yes, substantial penalties exist for misleading third-party authorization letters.
Entities may face suspension or debarment from federal contracting opportunities due to third party liability issues.
Authorization validity problems can trigger criminal and civil penalties, including fines and imprisonment.
Federal agencies may terminate existing contracts or grants upon discovering false information.
Additionally, entities risk increased audit scrutiny and significant reputational damage within the federal contracting community when authorization documentation contains misleading information.
Can Nonprofit Organizations Designate Volunteer Board Members as Agents?
Yes, nonprofit organizations can designate volunteer board members as SAM.gov agents.
Within nonprofit governance structures, board members already possess organizational authority, making them suitable agent candidates. This arrangement aligns with board member responsibilities for organizational representation and financial oversight.
The designation requires formal documentation through board resolutions, proper identity verification, and careful monitoring during annual renewals.
Organizations must guarantee designated board members understand their obligations when accessing federal systems through SAM.gov.
How Are Third-Party Access Disputes Resolved by SAM.Gov?
SAM.gov resolves third-party access disputes primarily through its standard support channels.
When access permission issues arise, entities should first contact SAM support with documentation, particularly the notarized authorization letter defining third-party roles.
The dispute resolution process typically requires clear evidence of proper authorization.
SAM prioritizes the entity’s designated Administrator in resolving conflicts, as this individual maintains ultimate authority over the entity’s SAM registration and access permissions.