How to Write an Authorization Letter (Samples)
When do you need to write an authorization letter? It allows someone to obtain a copy of your personal documents or disclose your medical information. It can also be given as authorization to withdraw your money, make a business transaction, or permit your children to travel if they’re underage.
You may either write an authorization letter to a hospital, bank, business, or government
Here’s detailed information to help you in formatting your authorization letter.
SEE ALSO: How to Write A Resignation Letter
Table of Content
- What is an authorization letter?
- Who are the Different Parties Involved?
- Typewritten
- Name, Address, Date, other details
- Duties the representative is authorized to do
- Dates for the authorization
- Reason for the authorization
- Find a witness or notary public
What is an authorization letter?
As mentioned above, an authorization letter gives another person the right to act on your behalf in specific matters. If you’re not able to represent yourself, you need an authorized representative.
Who are the Different Parties Involved?
The first party is the original rights holder, such as the parent of a child or the owner of a bank account. The second party is the group or individual with whom the first party is conducting a transaction, such as a financial institution or hospital. The third party is the person selected to act as a proxy in the first party’s absence. The letter should be addressed to the second party.
Typewritten
An authorization letter must be typewritten and not handwritten. It may be difficult to read and isn’t professional in appearance if it’s handwritten.
It must be prepared to meet scrutiny and both first and third party must submit their identification cards.
Name, Address, Date, other details
Follow the standard format of a business letter. Your name should be on the first line, your street information on the second line, and your city, state and zip code on the third line. All lines (including those that follow) should be single spaced.
After your name and address, skip one line and place the current date on the next line. Write out the full date. Do not abbreviate the date.
You can then write the recipient’s name and address next. Leave one blank line between the date and first part of the recipient’s name and address. The receiver’s information should be in the same format as your information.
Remember, the recipient is not the same as the one authorized to make decisions for you. You are granting authority to a third party (a proxy) to act on your behalf, but the letter should be addressed to a second party (the one with whom you and your proxy are dealing).
You may have to leave this portion blank if you do not know the party with which you will be dealing. For example, if you have granted emergency medical powers over your child to a childcare worker in case you cannot be reached, you may not know which hospital your proxy will have to deal with.
Duties the representative is authorized to do
You need to specify the duties that your representative is authorized to do on your behalf. Make sure your authorization letter is concise and precise. You need to give specific details about the authorization you are granting. For example, your representative can authorize a medical procedure, sign legal documents in your absence, or withdraw funds from your bank.
You need to give specific details for this authorization. If the letter is regarding your medical information, include your medical insurance number and claim information. If you need assistance regarding a legal matter, include the case number. For financial matters, including the applicable account information.
Dates for the authorization
Specify when this authorization is in effect. You can check the beginning and ending dates. But if you’re unsure of dates, for instance, if it involves an emergency, you need to write, “In the event of an emergency, the proxy has the authorization to act on my behalf for 30 days.”
Reason for the authorization
Explain why you need a representative to act on your behalf. The explanation might indicate that you are ill, out of town, or working, and may not be able to be reached for certain periods of time.
Explain any restrictions on the authorization. You may also want to identify the areas that you are not authorizing.
Find a witness or notary public
The last step is to find a notary public or a witness. This is someone who will observe while you’re signing the authorization letter. This person is someone authorized by your government or state to attest to legal documents. Remember that this person should not be anyone named in the letter.
DATE
To whom it may concern, I, NAME, hereby authorize my sister, NAME, totransact and collect any documents on my behalf. Since I am not in a position to come to your office myself, I have no objection for Ma. Estela G. Toledo signing documents if there is any. I am willing to enclose any copy of my identification to prove that this request is valid.For security purposes, I have attested below my own signature and the signature of the authorized person.
Thank you very much for your kind cooperation.
Sincerely,
Mr. Eduardo V. Garduque
Ma. Estela G. Toledo
Authorized Person
Sample Job Descriptions (Template)
