When you need to do something on someone’s behalf or to make another person do it for you, a letter of authorization becomes mandatory. Be it the collection of an important document in your absence or driving someone else’s car, an authorization letter is a must. If a person requires a certificate to be collected by someone other, he will give that letter as proof of liability and state the reason.
Therefore, the format of the letter should be appropriate. It should include all the necessary details of both the persons involved. Their names, identity proofs, the reason for unavailability, and the duration of the letter must be included.
A letter of authorization is a relevant document, especially for bank-related work and businesses. However, you may need it for various personal and professional purposes. Therefore, knowing the proper format is essential.
What is an Authorization Letter?
An authorization letter is a written document assuring a person’s authority to perform a task on behalf of someone else or an organization. It means granting authority to do or use something on behalf of the actual authorized person in his absence.
Why Do You Need a Letter of Authorization?
A letter of authorization grants the right to act on your behalf to a person or group or vice versa. From collecting a post office document to picking your child up from school, it’s vital. The letter is written on the terms that both parties have agreed upon. The situations where you may need an authorization letter are:-
In a business setting, or in the case of an organization delegating a task or giving the authority to someone to act on its behalf.
Giving an employee permission to sign a contract on the company’s behalf.
Permitting someone to handle your financial transactions.
Picking up some document or package on your behalf from the post office.
Giving a subordinate the authority to handle a project.
A medical authorization letter authorizes a person to decide something regarding your health, as you can’t make the decision yourself.
A letter authorizing a person to take care of a minor child in his guardians’ absence.
Letter of authorization to another person to collect your passport.
Authorization Letter Sample
Evidently, a letter of authorization is something that anyone may need at anytime. So, you should learn how to write a simple authorization letter which includes all the relevant details. Otherwise, the concerned persons won’t accept it. Especially in business authorizations and cases where a confidential or personal document is involved, you must maintain the standard format.
A perfect sample authorization letter includes the following steps.
1. Name and Address
- If you have to write a letter of authorization correctly, you must start with your full name on the first line.
- The first line should be on the top-left of the page. The second line must come with your address.
- Specify your city, state and zip code on the third line.
- Maintain single space carefully.
2. Date
After the name and address, give a space of one line, and write the date you are writing the letter. Don’t forget to write the date in full, e.g. March 20, 2023, 20 March 2023, or 20th of March 2023.
3. Recipient’s Name and Address
After writing the current date, leave one space and write the full name and address of the recipient. Just like you have written your name and address, put the recipient’s details also.
4. Salutation
Once you complete the letterhead, it’s time to come to the letter body. Start with a salutation and maintain a formal way of addressing the recipient.
The most common authorization letter sample states “To Whom It May Concern” as a salutation. When you know the person who will receive your letter, write their name. Add “dear” before writing the name, and end the salutation with a colon.
5. Duty, Reason and Date of Performing the Action
Next comes the most crucial part, where you have to write the action to be performed, the reason for it and when it will happen. You can’t afford to make any mistake in this part or miss out on any vital detail. While putting this information, try to keep it short and precise. A simple authorization letter with factual information narrows down the scope for misinterpretation.
Here is a part of a sample authorization letter for you to better understand.
“I (your name) am authorizing (name of the person you are granting the authority) to (specify the task he has to perform on your behalf.)
In the following sentence, write the duration for the authorization to remain valid, mentioning the start date and end date.
Then comes the area where you have to state why you are giving this authorization. So, write, “This authorization is granted due to the following circumstances.” Specify the reason in detail, then. Mention why another person has to perform the action on your behalf.
6. Final words
An ideal authorization letter sample ends with a formal yet heartfelt gratitude for the recipient in the closure. Remember to show respect to the person or organization using words like “Regards,” “Thankfully,” or “Sincerely.”
But, if you think you have finished writing the letter, you are wrong.
After the closure, leave a space of three lines or so. Write your full name there. In case of a handwritten document, don’t forget to sign on the next line.
Well, you may notice in a sample authorization letter that “Enclosure” is written right below the signature. When you have some supporting documents to attach to the letter, you can follow that style.
Write the word “Enclosure” in full and give a colon. Also, mention the number of enclosures you have attached after the colon.
Conclusion
A well-structured authorization letter has a high value in businesses. A busy business personnel can’t attend every vital meeting or venue of a business deal physically. Besides, an organization has to distribute tasks among its employees. In all these cases, authorization letters play a key role in everyone to perform his duties properly. This article has provided a detailed guide on how to write a letter of authorization. It must serve your purpose the next time you need to write one.
For more guidance on necessary aspects, stay tuned.
