Village of Southampton, NY · Suffolk County
Planning Board Affidavit of Mailing
This affidavit records that an applicant or agent mailed a Planning Board hearing notice by first-class and certified mail to the addresses shown on the attached mailing receipts.
- licensed online notary
- ~15 min average
- Notarized PDF emailed
What you’ll need
- Government-issued photo ID
- Webcam-enabled device (laptop or phone)
- This form, ready to upload as a PDF
What this form is
The form lets an applicant or agent swear that copies of an annexed Notice of Hearing were mailed by first-class and certified mail, return receipt requested, to the addresses shown on the attached postmarked receipts. It identifies the Planning Board case and mailing date and is used for the Village’s subdivision review or site plan review procedures. Submit it to the Planning Board as part of the applicable application process.
Who needs it
An applicant or agent who mailed a Planning Board hearing notice for a Village subdivision or site plan review uses this affidavit.
Why it needs a notary
The form has a sworn-to-before-me jurat; the applicant or agent signs and swears to the mailing statement before a notary.
How to get this notarized
- 1
Download the Form
Get the Planning Board Affidavit of Mailing from the Village of Southampton.
- 2
Fill In the Mailing Details
Enter the case, residence, mailing date, and other requested information; gather the notice copies and postmarked receipts.
- 3
Book an Online Notary
Schedule an appointment with a commissioned online notary before signing the jurat.
- 4
Sign on Video
Sign and swear to the affidavit during the online notary session.
- 5
Submit to the Planning Board
Submit the notarized affidavit and applicable mailing attachments to the Village of Southampton Planning Board.
Preview the form
The blank PDF straight from Village of Southampton. Look it over, then upload your filled copy to start the notary session.
You’ll need ID and a webcam.
A licensed online notary will join you on video, verify your government-issued ID, witness your signature, and apply their seal. You’ll receive the notarized PDF by email when the session ends.
Frequently asked questions
- How do I complete the Planning Board Affidavit of Mailing?
- Enter the case, residence, and mailing details; attach the postmarked receipts and notice copies as applicable. Sign and swear to the statement before a notary, then submit it to the Planning Board.
- Do I need to sign this affidavit in front of a notary?
- Yes. The form includes a sworn-to-before-me jurat, so the applicant or agent must sign and swear to the mailing statement before a notary.
- Can I use a commissioned online notary?
- New York authorizes remote online notarization by its notaries under Executive Law §135-c, effective in 2023. Arrange the online notarization before submitting the affidavit.
- What mailing proof should accompany the affidavit?
- The form refers to an annexed Notice of Hearing and postmarked receipts showing the addresses mailed. Confirm with the city, town or village if unsure about submission details.
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