Authorization Letter

Authorization letters are commonplace in our culture. We need to give authorization to the school so the kids can participate in a school trip. Perhaps our child will be absent for the day. We need a doctor’s permission to be off work. Someone needs to pick up our passport from the passport office on our behalf. The bank will not release any details about our accounts or withdraw funds to a relative unless there is an appropriate authorization letter. These are just a few of the many examples where an authorization letter is needed

In this post, we will explore what an authorization letter is, and when we might need one, provide some examples, and answer a few of the most frequently asked questions about authorization letters.

What Is an authorization letter?

An authorization letter is a document where one party grants permission to a second party to carry out a specified action. In most cases, the letter identifying the second party, describing the action to be carried out, and signing by the first party is sufficient. However, in some situations, both parties may need to sign the letter.

The second party or agent often will need to show identification along with a copy of the authorization letter before it is accepted. An authorization letter for a child to participate in a school trip does not need both parties to sign or for the child to provide identification. A bank may require your agent to show identification before they can perform the specified action identified in the authorization letter.

When Do You Need an Authorization Letter?

Authorization letters are used in many different situations. The following are a few examples of consumers, educators, and business people who have used authorization letters:

  • Managers who are away from their job due to business travel, vacation, or other personal reasons often use authorization letters to delegate authority to another manager while they are away from the office.
  • All parents will be familiar with the authorization letter sent home with their children requesting permission for their children to attend school field trips and other extracurricular activities at school.
  • An agent of the primary person can be authorized to sign documents at a bank when the primary is unavailable to meet with bank managers.
  • Property ownership in a different city may require specific actions, signatures, and approvals by the primary person. These can be delegated by issuing an authorization letter permitting your agent to carry out their actions.
  • Students working abroad can delegate actions on their behalf by issuing an authorization letter to a parent or a close friend. Collecting transcripts, paying tuition, etc.
  • Consumers unable to collect their medical records can delegate an agent to collect the medical records on their behalf.
  • Package deliveries often require signatures before they can be delivered. Authorization to accept the delivery can be delegated by issuing an authorization letter.

There are many more situations that require an authorization letter to enable a task to be completed by a person you designate as your agent to carry them out for you.

How to Write an Authorization Letter?

Authorization letters are important documents that transfer accountability and responsibility to perform specified functions to an agent of the primary person. These letters allow the agent to carry out these tasks as if they were the primary person. Care should be taken to write them carefully in a business format and provide specific instructions concerning the scope of the authority transferred or delegated to the agent. The authorization letter is a powerful tool and should be treated appropriately.

The following steps are required to properly write an authorization letter:

  • Gather the information you will need to prepare your letter, which includes:
    • The name and address of the office or agency you want to advise of the delegation, the name and address of your agent (Note: Speak to your proposed agent to confirm their willingness to act as your agent), and decide what authority you will be delegating.
  • Prepare the header details –
    • Your name and address are on the top left of the letter
    • Add the date of the letter (dd/mm/yy)
    • Add the name of the office or agency (not your agent’s name and address)
  • Add the salutation I.E. Dear_______ or To: __________
  • Create the body of the letter with the following points in mind:
    • Keep it short and get to the point of the letter quickly.
    • Provide the details of the person who will be your agent – full name, address, and contact number
    • Add identification numbers, e.g., driver’s license, company ID, etc.
    • Add a statement about what you are authorizing them to do and be as specific as possible to avoid misunderstandings
    • Be direct and precise
    • Include the date the authorization is effective and when it will end
    • Include why you are requesting them to represent you
  • Add a closing statement thanking them for their cooperation and include a contact number for them to call if there are any clarifications needed
  • Add closing, e.g., Sincerely
  • Add your signature
  • Add your printed name under the signature

Authorization Letter Template

[Your Name]

[Your full address, including street, city, state, and ZIP code]

[Your contact phone number and email]

[Date]

[Name of office letter is addressed to]

[Name of contact]

[Full address, including street, city, state, and ZIP code]

[Contact phone number and email]

Re: Letter of Authorization to act on behalf of [Your Name]

Dear [Name of contact], I [Your name] give authorization for [Your agent], [indicate relationship-partner, spouse, business associate, parent, a friend with address and ID if applicable] to act on my behalf to handle all affairs related to my estate and business interests while I am away. The scope of this letter of authorization to act on my behalf includes [state the scope of the responsibility delegated to your agent] with [no restrictions or with restrictions.] [Add restrictions, if any].

This authorization letter is effective [Add start date] and will end on [Add end date] while I am away on [Indicate reason, e.g., vacation, business travel, etc.].

Please feel free to contact me concerning any questions you may have at [Phone number and/or email] at your earliest convenience.

[Sincerely or Regards]

[Your name – printed]

[Your signature]

[Date of signature]

Sample Medical Authorization Letter Template

Medical treatment decisions are difficult at the best of times, and sometimes the patient must delegate these decisions to an agent, often a spouse or close friend, to make decisions on his or her behalf. The letter is considered a legal document in the eyes of the court. Select someone you trust to make medical decisions on your behalf.

[Your Name]

[Your full address, including street, city, state, and ZIP code]

[Your contact phone number and email]

[Date]

[Recipient letter is addressed to]

[Name of contact]

[Full address, including street, city, state, and ZIP code]

[Contact phone number and email]

Re: Letter of Authorization to act on behalf of [Your Name]

Dear [Name of recipient, I [Your name] give consent and authorization to [Your agent or guardian], [indicate relationship-partner, spouse, business associate, parent, a friend with address and ID if applicable] to authorize medical treatment for myself [Your name]. The scope of this letter of authorization to act on my behalf includes [state the scope of the medical treatment delegated to your agent] with [no restrictions or with restrictions.] [Add restrictions, if any].

Medical information:

[Your name] has the following allergies: __________________

[Your name] is taking the following medications: ______________

List other ailments: _______________

The health insurance carrier is: ________________

The health insurance policy number is: _______________

This authorization letter is effective [Add start date] and will end on [Add end date] while I am unavailable: [Indicate reason, e.g., hospitalization, operation, etc.].

The appointed guardian is [not] to be provided access to my financial affairs and information.

Please feel free to contact me concerning any questions you may have at [Phone number and/or email] at your earliest convenience.

[Sincerely or Regards]

[Your name – printed]

[Your signature]

[Date of signature]

[add notary public if required]

[Add witness name, address, and contact number if required]

Sample Authorization Letter for Bank

If you are unable to travel to the bank to meet a loan manager, for example, you may want to delegate this responsibility to someone close to you to collect the documents you need. A spouse, family members, or close family friend are often the most common choices.

[Your Name]

[Your full address, including street, city, state, and ZIP code]

[Your contact phone number and email]

[Date]

[Name of office letter is addressed to]

[Name of contact]

[Full address, including street, city, state, and ZIP code]

[Contact phone number and email]

Re: Letter of Authorization to act on behalf of [Your Name]

Dear [Name of contact

I [Your name] give authorization for [Your agent], [indicate relationship-partner, spouse, business associate, parent, a friend with address and ID if applicable] to act on my behalf to collect all financial documents on my behalf associated with {Name the financial transaction, e.g., sale of a home, loan agreement, etc.] [Add restrictions if any].

This authorization letter is effective [Add start date] and will end on [Add end date] while I am away on [Indicate reason, e.g., vacation, business travel, etc.].

My agent will present [his or her] driver’s license with the following driver’s license number [number] [Note choose whichever form of ID is available; however, it should include your agent’s picture and address]

Please feel free to contact me concerning any questions you may have at [Phone number and/or email] at your earliest convenience.

[Sincerely or Regards]

[Your name – printed]

[Your signature]

[Date of signature]

Sample Authorization Letter for Passport

The passport office will release a passport to the passport owner or their agent if they provide a proper authorization letter with supporting identification.

[Your Name]

[Your full address, including street, city, state, and ZIP code]

[Your contact phone number and email]

[Date]

[Name of passport office letter is addressed to]

[Name of contact]

[Full address, including street, city, state, and ZIP code]

[Contact phone number and email]

Re: Letter of Authorization to collect passport for [Your Name]

Dear [Name of contact

I [Your name] grant [Your agent], [indicate relationship-partner, spouse, business associate, parent, a friend with address and ID if applicable] to collect my passport on my behalf.

This authorization letter is effective [Add start date] and will end on [Add end date] while I am away on [Indicate reason, e.g., vacation, business travel, etc.].

Please use the following to verify my agent’s identity:

Authorized person: [Your agent]

Identification type: [Drivers license, passport, etc. should have picture ID]

Identification number: [Driver’s license number, passport number, etc.]

Scope of documents to collect: [Passport]

Agent’s sample signature: [Agents signature]

Please feel free to contact me concerning any questions you may have at [Phone number and/or email] at your earliest convenience.

[Sincerely or Regards]

[Your name – printed]

[Your signature]

[Date of signature]

FAQs

The following are a few of the frequently asked questions readers have about authorization letters.

What validates an authorization?

It is always best to check with the entity that will receive the authorization letter and confirm with them what they need. All letters of authorization are considered legal documents; however, some carry more creditability than others.
 
Some may accept a straightforward letter signed by you. They may have a signature on file and can verify the signature on the letter with the one they have on record. Other entities may require your signature to be witnessed and the name of the witness to be fully disclosed for verification. Finally, some organizations may require your letter and signature to be notarized by a notary public who verifies the authenticity of the letter and your signature.

Can I handwrite my authorization letter?

While you can handwrite the authorization letter, there are several drawbacks. Handwritten letters may be difficult to read unless you have perfect penmanship. Difficult-to-read letters of authorization may be rejected if they are not clear and easy to understand. The letter must meet the requirements of an authorization letter. Changes and corrections on the letter may also cause the letter to not pass verification. If you make an error, a new letter should be prepared.

For how long an authorization letter is valid?

The length of the term for the authorization letter to be valid should be stated in the letter. It can be limited to a single activity on a single day or multiple activities carried out over several days. In addition, specify any restrictions that your agent is not allowed to view or carry out on your behalf during the timeframe specified.

Can a family member or a friend pick up my passport?

Yes, a family member or a friend can pick up your passport; however, they must have a letter of authorization signed by you meeting the guidelines of the passport office.

What is an authorization letter for a medical report?

Your doctor or hospital will not release medical reports to friends or family members unless you have given authorization for them to collect these reports. Confirm what information your doctor or hospital requires and provide the appropriate authorization letter, signed by you and witnessed if required.

How do you close an authorization letter?

The authorization letter is a formal legal document and should be closed in a formal business manner. There are four parts to the closure of an authorization letter:
 
Thank the entity you are dealing with and provide your contact information, e.g., phone number
Add “yours sincerely, “regards’, etc.
Print your name
Add your signature
Add the date of signature
Add witness name and signature if needed
Add notary as needed

Does an authorization letter need a signature?

Yes, an authorization letter must be signed by the person providing the authority and delegating the authority to his or her agent. In many situations, a signed letter of authorization is sufficient; however, some organizations require the letter to be signed in the presence of a witness, while others require the letter to be signed in the presence of a notary public. The notary will verify the identification of the primary, their agent, and any witnesses before notarizing the letter. In all cases, the letter of authority is considered a legal document.

Key points, Conclusion, or Final Thoughts

Authorization letters are utilized in many different situations in business, medical, financial, and personal care. The letter delegates authority for an agent to carry out an action on behalf of the primary person within a specified time frame. The time frame can be one day or over an extended period; however, there must be a specified start and end date.

The letter of authorization can also specify specific actions or be general, allowing your agent to represent the primary in all activities and decisions. Collecting medical records, a birth certificate, or a passport is an example of a specific action. Authorizing a manager to carry out all of your duties while on vacation is an example of a wider level of authorization.

The letter of authorization is not official until it is signed by the primary. Many organizations also require the signature to be witnessed or notarized by a notary public before they are accepted.

Letters of authorization should identify your agent by providing full name and address and specify an ID that should be provided along with the letter. The ID should be a picture ID such as a driver’s license, corporate ID card, etc.