Authorization Letter

There are times when we’re required to make important legal decisions or collect official documents from an entity, but we aren’t available to do so because we’re too busy dealing with other important matters at a different place, or even outside the country. You may also see third party authorization letter examples.

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As much as we want to do it ourselves, it’s physically impossible to be at two places at once. Unfortunately, the teleportation devices we’ve seen in sci-fi movies haven’t been invented yet, and fully accessible cloning devices have yet to be introduced, so until then, our last resort is to use an authorization letter to save us from these sticky situations.

Authorization letters may be used for a variety of circumstances. But because these are treated as formal documents, knowing how to write a legitimate authorization letter is extremely important. To understand how these formal letters are used, read on to find out.

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What Is an Authorization Letter?

Maybe you’re busy or something equally important has come up that will hinder you from performing other matters. When this happens, you could either reschedule (if possible), or have someone act as a substitute during your absence.

A simple authorization letter is used to give someone else the authority to carry out a responsibility on your behalf. Many government agencies, financial institutions, healthcare facilities, and corporate organizations require clients and customers to provide an authorization letter before they can grant a particular request. It has to be precise and to the point, and it should leave no room for ambiguity to prevent instances of misunderstanding.

There are also cases when an authorization letter becomes incredibly vital. This includes situations in which you need someone to collect a confidential document from a source, grant legal representation, or allow someone to act on your behalf. You may also see power of attorney authorization letter.

An authorization letter covers a wide range of intentions and responsibilities which permits a given subject to take a specific action, spend a specified sum, or even delegate one’s duties and powers.

However, keep in mind that one’s power to act on the writer’s behalf is only limited to what has been stated in the letter.

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Common Types of Authorization Letters

There are many types of authorization letters used across different fields of business and academics. Say for example, how banks require clients to provide authorization letters regarding any changes or requests that shall be made to a person’s account. An authorization letter may also be used to provide consent for banks to access certain data or to check your account information for a certain purpose. You may also like authorization letter to claim examples.

Other examples of authorization letters include the following:

1. Authorization Letter to Process Documents

Processing important documents can be a lot of work, especially when your physical appearance and signature are needed.

But sometimes, it’s impossible for you be there due to urgent matters that need to be attended to first. Though you can always ask a family member, a spouse, or a friend to do it for you, the management of the organization may ask for an authorization letter to allow the proxy to make decisions and sign papers. You may also check out letter of verification examples.

The body of the letter may sound like this:

I, (your name), need some of my official documents to be processed which are present on file in your office. Since I am not in a position to come to your office, due to my current health status, and collect the documents in person, I hereby authorize (the name of the specified proxy) to apply for and get the required documents duly processed. You might be interested in letter of agreement examples.

I have no objection for (the proxy) signing the documents on my behalf in my absence. Together with (the proxy) is my Identification Card attesting this authorization.

Besides the general letter, you should also provide a valid photo ID to confirm the authorization. Most organizations would request for a government-issued ID for further verification. But since a company ID may not be accepted, you may want to prepare your driver’s license, passport, student ID (if you’re a student, that is), Social Security card, military ID, or any form of identification card being processed in your state or country.

2. Authorization Letter to Receive or Claim Documents

Once your documents have been processed, claiming them becomes your next agenda. An authorization letter to receive or claim documents works similarly to that of an authorization letter to process documents. This could involve a sum of money, a medical record, a passport, a transcript of records from your school, or any legal document that should only be handled by the authorized individuals.

An authorization letter to receive or claim documents is a written confirmation that assigns some other person the duty of collecting specified documents.

The letter serves as proof of your consent to the concerned organization or institution to allow someone else to receive the specified documents in your absence. This is necessary to avoid any legal complications or concerns that may arise if the document was handed over to someone else without your knowledge. You may also see application letter examples.

The content of the letter may have a similar form to that of the previous example, except that it should indicate that your representative is only authorized to claim or receive the documents such as that of the example below:

Since I am currently tied up with other matters and therefore not able to come and collect the documents in person, I hereby authorize (the proxy), who is my (your relationship with the proxy), to apply for and collect the copies of the mentioned modern certificate currently held in your office.

3. Authorization Letter to Act on Behalf of Someone

Allowing someone to act on your behalf is simply letting a person conduct a particular action when you aren’t available to do so. It’s basically a combination of the previous types of authorization letters being mentioned, where a representative may process and claim certain documents on your behalf. Your substitute may also be given the temporary power to make decisions regarding important matters that require your input. You may also like formal letter writing examples.

Let’s say you’re a branch manager of a banking firm and you’re hoping to go on holiday for an entire week. But because your position entails you to make decisions and perform vital actions for the company’s operations, then you need to make sure that somebody responsible enough can take your place. You may also check out business proposal letter examples.

While you can always assign a colleague who’s familiar with your job to act as a proxy, you still need to make everyone in the company, including stakeholders, clients, superiors, and employees, aware of this temporary authority.

Writing a letter serves as an efficient way for senior managers to delegate some important tasks to their subordinates and also set boundaries while doing so. It’s important to be specific with these tasks and responsibilities, or you may end up granting a person the authority to conduct critical actions without you knowing. You might be interested in simple resignation letter examples.

Take note that the actions executed and the decisions made by the proxy will have the same effect as acts of your own.

4. Childcare Authorization Letter

There are instances where children under 18 years of age may not be permitted to make legal decisions on their own. This is why most schools and companies require minors to be accompanied by a parent or an adult.

For instance, in a class field trip, the school would often allow parents or legal guardians to come along in the trip to act as chaperones. But as working parents, taking some time off work to join an elementary class trip isn’t exactly a good reason to skip work. This is why most parents would rather sign an authorization letter instead. You may also see email cover letter examples.

A childcare authorization letter gives a person or an institution the limited power to make decisions in regards to your child. In case of an emergency, the temporary guardian can make minor decisions on your behalf as opposed to simply waiting until you arrive. You can also use a childcare authorization letter when you need your nanny to notify the school or daycare that your child is ill or to pick up your child after class.

In the letter, you also need to define the terms and conditions when another individual can make decisions involving your child. But if you wish to grant legal authority to make major decisions, then you may want to prepare a power of attorney for the child instead.

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5. Medical Authorization Letter

A medical authorization letter is a simple yet equally necessary legal document that can come in handy in many events. In many instances, the letter is submitted by surgeons as a means of formality before going into an operation that may have a potential risk of failure. When undergoing a minor or major surgery, the surgeon may have to make decisions in regards to your body while you’re lying unconscious on the table.

Since you’re at a state where it’s physically impossible for you to make a decision yourself, you’re required to sign a medical authorization letter to grant the surgeon the permission to provide medical treatment beforehand. This is typically done to avoid any legal charges on the surgeon or hospital, especially in the event of a treatment failure. You may also see notice letter examples.

Another example of an event that requires a medical authorization letter is when dealing with a child.

Children who have a history of medical issues are a crucial case to handle, which is why some parents are scared to leave their child in the hands of somebody else. But there are some things that cannot be avoided, so you can’t expect yourself to be there for the child 24/7, so in case you hire a nanny or a babysitter for the meantime, then you might find a medical authorization letter very useful. You may also like cover letter examples.

The first thing you need to do is to inform the temporary guardian of the child’s existing medical condition. If they understand what they’re facing and you know that you can trust them, then the authorization letter may be used. Make sure to limit the powers you grant to these individuals, and focus only on cases that are urgent and necessary. You may also check out thank-you letter examples.

6. Travel Authorization Letter

Travel authorization letters are commonly used to give another individual the permission to carry the writer’s belongings, valuables, and other significant items. This is usually addressed to a higher authority such as the head of a tourism department or the manager of a particular airline. The letter should contain relevant information including one’s passport details, flight info, phone number, email, or any other contact details.

Given that it carries sensitive information about an individual, the letter must be taken with special care.

The professional letter also makes it a lot easier for you travel from one continent or country to another, since many areas out there require this type of letter for travelers below the age of 18. Like if a school has organized an educational trip overseas, you would need to fill a travel authorization letter as evidence that your kid has the parent’s or guardian’s approval to come along.

A template is often provided by the school so that parents would only need to read and sign the letter without constructing one from scratch.

But if your child just happens to be traveling without a legal guardian, perhaps with a group of friends or to visit a relative in another state, you need to make sure that the letter is drafted correctly. If it’s your child who’s going on that trip, then the letter should be about them. You may also see appointment letter examples.

Giving accurate and relevant information is essential for the sake of the child and the authorities. But if you want an adult to accompany the child, then you can write the letter similarly to that of a childcare authorization letter. Your contact details must also be given in case of an emergency. You may also like complaint letter examples.

7. Bank Authorization Letter

Banks and other financial firms have strict policies to uphold. Even if your own mother had just asked you to make some changes to her account, the bank teller may ask you for an authorization letter to prove that such authority had been granted to you. This type of letter is written to the bank by the owner or signatory of an account to allow the bank to perform certain transactions in the said account. You may also check out employee reference letter samples.

Banks take these letters very seriously, as it deals with the monetary funds of another human being.

Depending on what is indicated in the bank authorization letter, the representative can make deposits, withdraw funds, and make other decisions in connection to the account. But for valid reasons, it’s better to spell out what a representative can or cannot do for you and with your accounts. Do you want them to make transactions? Are they allowed to gain access to your safety deposit box? The letter should clearly state the terms of the representative in a clear and concise manner for the bank to comprehend.

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Tips for Writing an Authorization Letter

An authorization letter is an official document that organizations and agencies handle very seriously. A poorly written letter is bound to cause misinterpretations that could potentially lead to an even bigger legal case. With that being said, it’s important that you start learning how to write the authorization letter with proper care. Focus not only on your purpose for the letter but on the way your message is conveyed as well. You may also see offer letter examples.

Here a some useful tips to help you compose an official authorization letter:

1. Keep it as professional as possible.

The authorization letter is a formal document that acts as a legally binding contract that allows an individual to take a specific action in another person’s behalf.

Knowing this, it needs to be professional. Your intentions must be made clear and should be expressed properly in the content of the letter. Vague language will only cause confusion, and this may be difficult for both the proxy and the receiver of the letter to grasp. You must also maintain a professional tone throughout the letter to attain the desired impact and benefits. You may also like two weeks notice letter examples & samples.

2. Mention the complete names of the parties involved.

Generally, there are three parties involved in an authorization letter: the writer (you), the receiver (the business or institution addressed), and the representative (the person or group being granted the authority).

When writing the letter, always remember to state the full name of the specified parties. Never use any nicknames, as this may cause problems when verifying one’s identity. You can also state other relevant information related to the individual such as their employee code, Social Security number, passport details, etc. This will prevent any complications from getting in the way.

3. Include the time and/or date wherein the authorization shall be made effective.

This is probably one of the most important details to specify in the letter. The validity period or the duration for the letter to take effect is vital to your purpose. But in case a definite date cannot be provided as of the moment, then you can specify the beginning date and state that the authority will be under an effective state until further notice. You may also check out temporary job resignation letter examples.

If you’re going to be away for a month, then you need to indicate the time and/or date by which your substitute shall take charge. This includes the start and the end date of the temporary power. You can also provide the dates as to when a particular task must be completed. It’s best to state this information in words rather than numbers to prevent any chances of a misunderstanding. You might be interested in business proposal cover letter examples.

4. State what the authorized subject can and cannot do.

If the letter states any assigned tasks that a representative should take, then the ways and means to fulfill these activities must be included as well. This includes the right to access certain files and folders in the system, the use of a bank account, ATM, or credit card, along with other significant resources that can only be accessed by the authorized individuals.

While it isn’t really necessary to mention the things that a person cannot do, you still need to focus on the things that a person CAN do. Ensure that these tasks are stated precisely for better comprehension. This will help you limit the power you entrust to another individual, especially when dealing with extremely sensitive information like medical records and financial statements that must be made confidential at all times.

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5. The letter should be kept brief.

Lengthy letters are often the most ambiguous. You may end up running in circles with your point, which can make it difficult for the reader to understand what you’re trying to say. A letter containing multiple blocks of paragraphs with no clear direction can also be quite tedious to read. So rather than giving your audience a hard time, learn to keep it straightforward. You may also see how to email a resume and cover letter.

An authorization letter is a formal letter that should contain what is necessary. Refrain from writing in paragraphs if a thought may be conveyed through a single statement. Apart from your intentions for writing the letter, you should also remember to state the reason for your absence in a concise manner. Additional information such as your contact details may also be inserted at the very end of your letter to offer the receiver a way to reach you in case there are further concerns that need to be settled.

6. Write with a distinct business tone.

Like any other business letter, your authorization letter should comprise of everything that a reader needs to know, and it should be expounded in a descriptive approach. From the name of the being you wish to authorize a task to the specific details to be carried out to complete the project or activity—think of your letter as a short manual containing instructions and guidelines that the reader must be aware of.

7. Choose typed letters over handwritten ones.

The chances of a handwritten authorization letter being accepted is highly unlikely. That’s because these letters are treated as formal documents, and unless your handwriting is as clean and professional as a typewritten output, your letter may not be acknowledged by the receiver. You may also like appointment letter format examples.

Furthermore, handwritten notes may contain illegible words that could possibly be misread or misinterpreted by an audience. So to stay on the safe side, stick to typed and printed letters.

8. Use simple language. 

Do not complicate things with big, complex words that the average person may not understand. Technical terms or group-specific jargon may be necessary in certain circumstances, but if you can express a message using simple language, then do it. Avoid negative sentences and write in a readable language. There’s no point in trying to sound classy and sophisticated if it fails to translate the exact message being conveyed in the letter. You may also check out incident report letter examples.

9. Follow a standard format.

Start with an outline for the letter. This will help you determine what to include and what not to include in its content. An authorization letter format may vary depending on the writing style practiced in your region. But for the most part, you may want to choose a simple business format for your letter. This means skipping the indention, justifying your paragraph, and including an official letterhead (if applicable).

Since you are writing a formal letter, do not forget its general parts: the heading, the salutation, the body, the complimentary close, and the signature.

It’s important for you, as the writer of the letter, to sign the document before submitting it. It should be located right below the complimentary close, and directly above your printed name. Make sure that your signature matches the rest of your supporting documents (such as your ID) for further verification. As a formal document, the letter will not be considered valid unless it contains your signature. You might be interested in official resignation letter examples.

10. Proofread, and rewrite if necessary.

Finally, review your letter for any spelling or grammatical errors. The worst case scenario is to write a letter with poor language and numerous mistakes. Apart from being extremely unprofessional, your letter may cause complication in the long run. And if you feel as if your letter does not make a good impression, then don’t hesitate rewrite again until you’re completely satisfied with the results. You may also see termination letter examples.

After all, it’s better to be confident with your letter even after so many trials than to submit something that you’re highly doubtful about.

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An authorization letter is one of the most formally written letters to ever exist. Because of its purpose and significance, the writer must follow a legal language when drafting the simple letter. The terms and conditions of granting the authority must also be communicated in a clear and precise manner. So if you ever find yourself in need of an authorization letter, be sure to keep these guidelines and examples in mind.