Human Resources

Authorization Letter Samples for Personal and Business Communication

In business communication, there is one essential document called an authorization letter. This formal document plays a crucial role in various situations, granting individuals or entities the authority to perform specific tasks or make decisions on behalf of others. In this article, we will talk about writing and creating effective authorization letters and their importance.

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Definition of Authorization Letter

 

An authorization letter, also known as a letter of authority, is a written document that grants someone else the right to act on your behalf in a specific matter. It serves as a formal and legal proof of consent, allowing the authorized person to undertake tasks or make decisions in your absence. Authorization letters are commonly used in business, legal, financial, and personal contexts.

 

Why Write An Authorization Letter

 

An authorization letter is usually written by somebody who cannot do or perform certain actions or business. Due to his absence, his physical or mental challenge, and many other reasons, this person usually asks somebody else to do his/her business on his/her behalf. Firstly, one usually asks somebody else to represent him or her. Secondly, this person usually writes an authorization letter and gives it to his or her representative.  Finally, this person generally asks his or her representative to use this authorization letter as legal evidence.

Before heading to authorization letter samples, see if you are curious to know how to write them. 

Authorization letters serve several essential purposes in business communication:

  1. Delegation of Authority: They allow individuals or organizations to delegate responsibilities and tasks to trusted representatives, ensuring smooth operations in their absence.

  2. Legal Protection: Authorization letters provide legal proof of consent and authorization, protecting both parties involved from potential disputes.

  3. Clarity and Transparency: They clarify the scope and limitations of the authorized person’s actions, reducing the risk of misunderstandings.

  4. Compliance: In some cases, regulatory bodies or institutions may require authorization letters to ensure compliance with rules and regulations.

Types of Authorization Letters

 

Authorization letters come in various forms, each tailored to specific scenarios. Here are some common types:

  1. Financial Authorization Letters: These grant someone the authority to handle financial transactions, such as banking, investment, or tax matters, on behalf of the authorizing party.

  2. Travel Authorization Letters: Used when individuals cannot travel personally, these letters authorize someone else to travel on their behalf, often for minors or business representatives.

  3. Medical Authorization Letters: In healthcare, these letters empower a trusted individual to make medical decisions or access medical records on behalf of the authorizing party.

  4. Business Authorization Letters: These can encompass a wide range of tasks, from signing contracts and agreements to representing a company in meetings or negotiations.

  5. Legal Authorization Letters: Used in legal matters, these grant someone the authority to act as a legal representative, sign legal documents, or make legal decisions.

 

How To Write an Authorization Letter

 

In either our  personal life or business life, under certain circumstances, we are not able to take care of our business ourselves. In this case, we must be able to write a simple authorization letter so that somebody else will take care of our business on our behalf. 

To avoid some misunderstanding between you and the person you authorize, you must be able to write complete,  clear and exact instructions in your authorization letter.

Writing an authorization letter allows you to grant someone else the authority to act on your behalf for a specific task, transaction, or situation. Here’s a step-by-step guide on how to write one:

  1. Format and Layout

    • Begin by including your name, address, and contact information at the top right corner of the page.
    • Below your information, write the date when the letter is being written.
    • Skip a line, then include the recipient’s name, title (if applicable), organization (if applicable), and address on the left side of the page.
  2. Salutation

    • Start the letter with a formal salutation, such as “Dear [Recipient’s Name].”.
  3. Introduction

    • Clearly state your intention for writing the letter in the introduction. For example, “I am writing this letter to authorize [Name of Authorized Person] to [Specify the action or task they are authorized to perform] on my behalf.”
  4. Details of Authorization

    • Provide specific details about the authorization, including the duration of the authorization (if applicable) and any limitations or restrictions.
    • Clearly state what actions the authorized person is permitted to take on your behalf.
    • If relevant, specify any documents or identification that the authorized person may need to present.
  5. Your Signature

    • Sign the letter by hand above your typed name. This adds a personal touch and verifies the authenticity of the authorization.
    • If the letter is being sent via email, you can use a scanned copy of your signature or a digital signature.
  6. Witness Signature (Optional)

    • If required for legal purposes, you may choose to have the letter witnessed or notarized.
    • The witness should sign the letter below your signature.
  7. Closing

    • End the letter with a polite closing, such as “Sincerely” or “Best regards,” followed by your typed name.
  8. Proofread

    • Before sending the letter, carefully proofread it to ensure there are no errors in grammar, spelling, or punctuation.
  9. Delivery

    • Determine the appropriate delivery method for the letter based on the recipient’s preferences or any requirements specified by them.
    • If sending via email, consider attaching a scanned copy of the signed letter for added authenticity.

 

Key Components of an Authorization Letter

 

Crafting an effective authorization letter requires careful attention to detail. Here are the key components that should be included:

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  1. Date: Start the letter with the date on which it is written.

  2. Recipient Information: Include the recipient’s name, title, and address.

  3. Authorizing Party Information: Clearly state your name, title, and contact information.

  4. Statement of Authorization: Provide a concise and specific description of the authorization, including the tasks or decisions the authorized person is allowed to undertake.

  5. Duration of Authorization: Specify the start and end dates of the authorization, if applicable.

  6. Signature: Sign the letter and, if necessary, have it notarized for added legal validity.

 

Business Authorization Letter Samples

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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Natural Lobster Hut
111 Main Street, Boston, MA 34567


Authorization Letter
Number 212/HM/AL/07/2020

I, the undersigned,
Name            : Robert Marley
Position         : The Owner of Natural Lobster Hut
Address         : 111 Main Street, Boston, MA 34567 authorize the person mentioned below  to  act on my behalf in all possible manners.

Name            : Cupid Marley
Position         : The Manager of Natural Lobsters Hut
Address         : 100 Main Street, Boston, MA 34567
to withdraw money at $ 500 with a check number 523567-B in the Bank of America, Boston.
This authorization letter is valid for a week.

July 3, 2020

signature
Robert Marley

Download the letter here. 

 


 

Personal Authorization Letter Samples

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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2345 Patterson Road
Beechwood, OH 45433
July 2, 2020  

To Whom It May Concern :
I, the undersigned, hereby authorize Mr. Barry Dickens to act on my behalf in all possible manners to take my airline ticket to Georgetown, Cayman Islands and  other documents. Likewise, he is  authorized to sign all of the documents relating to these matters.  This authorization is valid for two weeks, from July 2, 2020, to July 16, 2020.

July 2, 2020     
 

signature
Dr. William Brown

Download the letter here.

 


Bank Authorization Letter Samples

 

The following letter is an authorization letter we write to authorize someone to behave on our behalf in a bank. Certainly, we write this authorization letter to a bank.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


1234 Hamilton Road Hamilton,
Bermuda 56789

April 3, 2021

Mr. John Williams
Bank of Hamilton’s Manager
6789 Hamilton Road
Hamilton, Bermuda, 56789

Re : Account Number 123456

Dear Mr. Williams,
Please be informed that Mr. Jack Major  is authorized to act on my behalf regarding this account from April 17, 2021, until May 27, 2021. I will be in Mecca, Saudi Arabia and will not be able to attend to my affairs. During the mentioned above dates, Mr. Jack Major is authorized to withdraw funds, deposit funds, write checks, and initiate wire transfers from this account. Please call me at this number, 2223333, if you have any questions.

Sincerely,

George Major

Download the letter here.


Authorization Letter Format

 

There are a few authorization letter formats you can choose. It depends on the situation you encounter.  The format below is used for business authorization letter.


Letterhead


Authorization Letter
Number ……………………….

I, the undersigned, 

Name            :………………………………………………………………


Position:……………………………………………………………..


Address:……………………………………………………………..

 

authorize the person mentioned below  to  act on my behalf in all possible manners


Name            :…………………………………………………………


Position         :……………………………………………………………………..


Address         :……………………………………………………….



to ( to do certain duties / task / instruction) ……………………

This authorization letter is valid for a week.


Date,
signature



Robert Marley

 

Download the letter here.

 


Company Authorization Letter Format

 

See the following authority format for a company:.


Company Letterhead

Date ………………..
Authorization Letter
Number ……………………….

I, the undersigned,

 

Name            : ……………………………………………………………………………

Position         : ……………………………………………………………………………

Address         : ……………………………………………………………………………

 

authorize the person mentioned below  to  act on the company’s behalf in all possible manners

 

Name            : ……………………………………………………………………………

Position         : ……………………………………………………………………………

Address         : ……………………………………………………………………………

 

to do the following duties:

……………………………………………………………………………………………….

……………………………………………………………………………………………….

……………………………………………………………………………………………….

……………………………………………………………………………………………….

 

This authorization letter is valid for a week.

 

 

Date,

 

signature

 

Robert Marley

Company Title

Download the format here.

 


Personal Authorization Letter Format

 

This one is good for writing personal authorization letter.


Name
Address 1
Address 2
Phone

Date

Name of Recipient
Name of Company ( If necessary )
Address 1
Address 2
Phone

Dear Sir:
This letter is to authorize my name, address, and phone to act on my behalf in all possible manners regarding matters, issues, and problems. This authority letter is valid effective today, today, and up to date.

Sincerely,

signature
Your Name

 

Download the format here.

 


Personal Authorization Letter Sample to Pick up Parcels

 

Here’s another authorization letter sample.


4555 Lower Honoapiilani Road
Lahaina, HI 96761
(808) 669-1111

Post Master
7777 Wili Pa Loop
Wailuku, HI 96793
(808) 572-4444

Dear Sir,

I am writing to authorize Mr. John Young to act on my behalf in all possible manners to pick up all my parcels sent by Happy Gifts Services. He is also authorized to sign all of the documents relating to these matters. This authorization is valid for two weeks, from May 14, 2020, to May 28, 2020.

May 14, 2020

signature
Dr. Joan Ohara

 

Download the letter here.


Authorization Letter Template

 


Letter Head


   Authorization Letter

Number ……………………….




I, the undersigned,
Name:…………………………………………………………………………………………
Position:…………………………………………………………………………………………..

Address:…………………………………………………………………………………………..

authorize the person mentioned below  to  act on my behalf in all possible manners
Name            :………………………………………………………………………………………

Position         :………………………………………………………………………………………

Address         :………………………………………………………………………………………………….

to (to do certain duties tasks, or instructions)    ……………………………………………….

This authorization letter is valid for a week.

Date,

signature
Bill Morris

Download the template here.

 

Company Authorization Letter Samples

 


New York Interior Services
3000 Broadway New York, NY 10027 Phone: (212) 864-6555


Authorization Letter
Number 555/NYAG/05/2020


Bank of New York
1234 Broadway
New York NY 10027
Phone: (212) 864-4444

Attention : Mr. Rick Bradley

Dear Sir:
Subject : Building Measurement

New York Interior Services authorizes the staff listed below to measure the size of your company building and calculate its financial figures as a follow-up to your purchase order for our services. The list of authorized staff :
No. Name Title  Signature
1.  Brian Febrian,  Supervisor,  Signature ………………………………………….
2.  Michael Simmons,  Cleaning Specialist, Signature …………………….

This authorization letter is valid for two days.

May 3, 2020

signature
Robert Marley
Manager

Download the letter here.

 

Authorization Letter to Claim Birth Certificate

 

[Your Name]
[Your Address]
[City, State, Zip Code]
[Date]

[Recipient’s Name]
[Recipient’s Title]
[Department of Vital Statistics]
[Address]
[City, State, Zip Code]

Dear [Recipient’s Name],

I am writing to formally authorize [Authorized Person’s Full Name] to collect my birth certificate on my behalf. My birth details are as follows:

  • Full Name: [Your Full Name]
  • Date of Birth: [Your Date of Birth]
  • Place of Birth: [Your Place of Birth]
  • Certificate Number: [Certificate Number, if known]

I am unable to collect the certificate in person due to [state the reason, e.g., work commitments, illness, etc.]. Therefore, I hereby grant [Authorized Person’s Full Name] the authority to act on my behalf and receive the birth certificate on my behalf.

[Authorized Person’s Full Name] will provide appropriate identification and any necessary documents to verify their identity. I trust that this authorization will be honored, and the birth certificate will be released to them without any issues.

Please feel free to contact me at [your phone number] or [your email address] if you require any further information or documentation. I appreciate your assistance in this matter.

Thank you for your prompt attention to this request.

Sincerely,

[Your Signature]
[Your Full Name]


 

Authorization Letter to Claim Salary

 

[Your Name]
[Your Address]
[City, State, Zip Code]
[Date]

[Recipient’s Name]
[Recipient’s Title]
[Company Name]
[Company Address]
[City, State, Zip Code]

Dear [Recipient’s Name],

I am writing to formally authorize [Authorized Person’s Full Name] to collect my salary for the month of [Month] on my behalf. I am unable to be present in person to receive the payment due to [state the reason, e.g., travel, medical leave, etc.].

Please find below the details necessary for the salary collection:

  • Employee Name: [Your Full Name]
  • Employee ID: [Your Employee ID, if applicable]
  • Salary Month: [Month]
  • Amount: [Salary Amount]

I kindly request that you release the payment to [Authorized Person’s Full Name] upon presentation of proper identification and any required documentation. I trust that you will ensure a smooth and efficient process for this transaction.

Should you have any inquiries or require additional information, please do not hesitate to contact me at [your phone number] or [your email address].

I appreciate your attention to this matter and your assistance in facilitating the salary collection process.

Thank you for your cooperation.

Sincerely,

[Your Signature]
[Your Full Name]


Authorization Letter to Claim Passport

 

[Your Name]
[Your Address]
[City, State, Zip Code]
[Date]

[Recipient’s Name]
[Recipient’s Title]
[Passport Office]
[Address]
[City, State, Zip Code]

 

Dear [Recipient’s Name],

I am writing to formally authorize [Authorized Person’s Full Name] to collect my passport on my behalf. My passport details are as follows:

  • Passport Number: [Your Passport Number]
  • Date of Issue: [Date of Issue]
  • Date of Expiry: [Date of Expiry]

Due to [state the reason, e.g., prior commitments, travel, etc.], I am unable to collect my passport in person. I hereby grant [Authorized Person’s Full Name] the authority to act as my representative and receive the passport on my behalf.

[Authorized Person’s Full Name] will provide proper identification and any necessary documentation to confirm their identity. I trust that you will cooperate with them to facilitate the passport collection process.

If you require any additional information or have any questions, please do not hesitate to contact me at [your phone number] or [your email address].

I appreciate your attention to this matter and your assistance in ensuring a smooth passport retrieval process.

Thank you for your cooperation.

Sincerely,

[Your Signature]
[Your Full Name]

 

Authorization Letter to Use Vehicle

 

Dear [Vehicle Owner’s Name],

I hope this letter finds you well. I am writing to formally request your authorization to use your vehicle, [Vehicle Make and Model], with the license plate number [License Plate Number]. I understand that this is a significant privilege, and I assure you that I will exercise the utmost care and responsibility while using your vehicle.

The purpose of this authorization is to [briefly explain the reason for needing the vehicle, such as a business trip, medical appointment, or personal use]. I will ensure that the vehicle is used exclusively for this purpose and will not deviate from the agreed-upon use without obtaining further consent from you.

To formalize this agreement, I am willing to take full responsibility for the vehicle during the authorized period. This includes, but is not limited to:

  1. Adhering to all traffic laws and regulations.
  2. Ensuring the vehicle is maintained in a clean and roadworthy condition.
  3. Refueling the vehicle as needed, using the appropriate fuel type.
  4. Promptly notifying you of any accidents, damages, or issues involving the vehicle.
  5. Returning the vehicle in the same condition it was received, including the fuel level.

Please find enclosed a copy of my valid driver’s license and proof of insurance, which cover me while driving your vehicle. I have also included contact information where I can be reached during the authorized period.

I genuinely appreciate your trust and willingness to grant me permission to use your vehicle. I will ensure that it is returned in the same condition or better. If you require any further information or have questions, please feel free to contact me.

Thank you for your consideration.

Sincerely,

[Your Name]
[Your Contact Information]


 

Authorization Letter for Ticket Purchase

 

Dear [Recipient’s Name],

I hope this letter finds you well. I am writing to formally authorize [Authorized Person’s Name] to purchase tickets on my behalf. Due to [reason for authorization], I am unable to personally make the purchase, and I trust [authorized person’s name] to handle this matter on my behalf.

The details of this authorization are as follows:

  1. [Authorized Person’s Name]:

    • Full Name: [Full Name]
    • Contact Information: [Phone Number, Email Address]
  2. Purpose of Authorization:

    • [Clearly state the purpose of the authorization, such as purchasing airline tickets, train tickets, concert tickets, etc.]
  3. Date and Duration of Authorization:

    • This authorization is valid from [start date] to [end date]. Please note that any transactions conducted beyond this period without my explicit consent will not be considered authorized.
  4. Financial Responsibility:

    • I will be responsible for any expenses incurred as a result of this authorization. [Authorized Person’s Name] is authorized to use my [Payment Method] for ticket purchases.
  5. Additional Instructions:

    • [Include any specific instructions or preferences related to the purchase, such as preferred airlines, travel dates, or seating preferences.]

I kindly request that you honor this authorization letter and assist [Authorized Person’s Name] in the ticket purchase process. I trust their judgment and decisions in this matter.

Please find attached a copy of my identification (passport, driver’s license, or any other applicable document) as proof of my identity.

I understand that [Recipient’s Name] may require further verification before processing the transaction, and I am available for any questions or clarifications via email at [Your Email Address] or by phone at [Your Phone Number].

Thank you for your prompt attention to this matter. I appreciate your assistance in ensuring a smooth ticket purchasing process.

Sincerely,

[Your Full Name]
[Your Signature]

 

 

See if you need these resignation letter samples.

 

Simple Authorization Letter Samples for Definite Person

 


Michael Denver
9999 Pacific Highway
San Diego, CA 92101
(619) 338-9999

May 15, 2021

Brian Rodriguez
9999 Pacific Highway
San Diego, CA 92101
(619) 338-9999

Dear Mr. Rodriguez:
I am writing to authorize George Denver, address 9998 Pacific Highway, San Diego, CA 92101, Phone (619) 338-9998, to act on my behalf to bid at your art auction. This authorization letter is valid from May 15, 2020, up to May 21, 2020.

Sincerely,

Michael Denver


 

Simple Authorization Letter Samples for Indefinite Person

 

This authorization letter is versatile. For one thing, you can address this type of authorization letter to someone you know. Also, you can address it to someone you do not know. 


Authorization Letter



To Whom It May Concern:

This letter is to authorize George Denver, address 9998 Pacific Highway, San Diego, CA 92101, phone (619) 338-9998, to act on my behalf in all possible manners regarding all my personal and business interests during my absence.
This letter is valid for five working days, effective on the date the letter signed.    

May 15, 2021    


Michael Denver  


Authorization to Receive Mails

 


Dr. William Brown
777 North 36th Street
Seattle, WA 98103
(206) 632-4444  

To Whom It May Concern :

I, the undersigned, hereby authorize Mr. William Shakespeare, address 555 North 36th Street, Seattle, WA 98103, phone (206) 632-3333, to act on my behalf to receive all my mails during my one-week vacation to New England, Canada. In addition, he is also authorized to sign  all of the documents relating to these matters. 

This authorization is valid for two weeks, from May 14, 2021, to May 21, 2021.    

May 14, 2021     

signature
Dr. William Brown


Simple Authorization to Get Car Owner’s Manual

 

We can write this simple letter to collect documents.


Brad Williams
555 Boom Road
Saco, ME 04072
(207) 283-4444

May 12, 2020

Bank of America
29 Corinth Street
Roslindale, MA 02131
(617) 325-8888

Dear Sir:

This letter is to authorize
Name        : Jack Brown
Address    : 111 Corinth Street, Roslindale, MA 02131; Phone: (617) 325-7777 Social Security Number : xxxxxxxxxxxx

to act on my behalf in all possible manners to get my Car Owner’s Manual. Besides, he is also authorized to sign all the documents required regarding this matter. This authorization letter is valid for a week.

Sincerely,

Brad Williams


 

Authorization letters are invaluable tools in the world of business communication. They facilitate the delegation of responsibilities, protect the interests of parties involved, and ensure transparency in various transactions and decisions. When crafting an authorization letter, it is crucial to be clear, specific, and formal to maintain its effectiveness and legal validity. In a business landscape where trust and clarity are paramount, authorization letters play a vital role in ensuring smooth and accountable operations.

 

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