Authorization Letter, Sample Authorization Letter Format (2023)

What is an Authorization Letter?

In order to grant authority and responsibility, this type of an authorization letter is written. This letter is used for:

  • Business purposes
  • Personal reasons
  • Credit cards
  • Bank deals
  • Insurance and medical
  • Consent for children etc.

While writing an authorization letter for any reason, you cannot make grammatical errors. Make use of right words to communicate in order to show your expectations and intentions. Your letter can be misused if the words specified by you have the double meaning. Generally, such letters are written for giving authority to take the decision on your behalf or to do anything on behalf of the third person.

It is important to give clear and precise instruction about the authority that you are giving to a particular person. Don’t forget to add your signature and date. You can issue an authority letter to your any friend, colleague, family member, junior employee etc. While writing such letter you should always make use of official and simple language because in such letter you are dealing with some serious issues.

The authorization letter is generally related to some legal matters and so while writing such a letter you need to refer relevant laws. Here are few questions for which your authorization letter should provide an answer:

  • What is the time limit for which you are giving an authorization?
  • What is the last date of authorization period?
  • What is the duration of authorization for a particular job?

If you don’t give answers to the above-mentioned question in your letter, then your letter can be misused. In case it is personal authorization letter then you should mention your relationship with the person to whom you want to give some authorities.

Tips to Prepare and Write Authorization Letter

The authorization letter is mainly written by the government organization, legal offices, banks etc. As discussed above, there can be many reasons to write such a letter. Whatever may be the reason, you need to follow the below-mentioned tips to effectively write an authorization letter:

  • Create a framework or outline of a letter which states the things which are to be included and which are not to be included in a letter.
  • Express in clear terms, the things which you want a reader to do on your behalf.
  • Say no to difficult words or the sentences that have more than a single meaning.
  • Avoid using long sentences because it can create misunderstanding or confusion in the mind of a reader.
  • Any kind of misconception can prove to be a serious issue, so make use of simple and short sentences.
  • Mention the deadline, if any so that reader can find it easy to know the date by which he or she needs to complete a particular task.
  • Select the deadline date as per your own convenience and do not give room to any kind of confusion.
  • While mentioning the date, don’t forget to add month and year in order to avoid any kind of misunderstanding.
  • In such letter, you can also write the methods in which you want the reader to accomplish particular assigned task.
  • Make use of language that is easy for a reader to understand.
  • No guess work in such a letter can work in your favour.
  • If you want reader to take your authorization letter seriously then maintain a professional approach in your letter.
  • The professional approach is essential even if the authorization letter is related to some personal issues.
  • While closing the letter make use of positive tone.

How to Prepare an Authorization Letter?

Till now, you must have understood what an authorization letter is all about. In order to prepare an authorization letter, you need to know few things like:

  • Generally, in such a letter there are three different parties involved. The first party is the owner or original rights holder. The second party can be an individual or a group with whom the first party is concerned for carrying out any kind of transaction. The third party is an individual who is selected to act in the absence of the first party and such individual is called as a proxy.
  • Generally, this kind of letter is addressed to the second party and the rights granted to the proxy are explained in the letter.
  • The handwritten letter will not have a great impact in comparison with the typed letter because it won’t appear to be like a professional letter. It is sometimes also difficult to understand the wordings used in a hand written letter.

How to Write an Authorization Letter Heading?

  • On the top left side of letter head, you need to mention your name and address. Follow standard business letter format.
  • Add your name in the first line.
  • Add your street address in the second line.
  • Add your city and state name with a zip code in the third line.
  • After mentioning name and address you should skip one line and then add the full date with month and year.
  • Again leave one line and then add the recipient’s name and address. Understand the recipient is the second party and not the proxy who is authorized to make a decision on your behalf.

How to Write the Body of an Authorization Letter?

  • The body of a professional letter always start with the right salutation. In salutation, you can add titles like Dr, Mr, Ms, Mrs etc. Write the full name of the person to whom you are addressing a letter.
  • The authorization letter should always be simple and short in order to avoid any kind of misinterpretations.
  • Give specific details about an authorization.
  • State the date from when an authorization is in effect. It is important to mention the beginning and ending dates.
  • Why you need the representative on your behalf? It is important to give a reason for the authorization.
  • Explain the areas, where you want to restrict an authorization. Mention the details about the financial decisions which even proxy cannot take on your behalf.
  • Conclude a letter by using the word like “Sincerely”. Leave two lines and then type your full name. It is important to leave lines in order to put your hand written signature.

How to Complete the Formality Associated with an Authorization Letter?

  • It is always a great idea to have a witness or to have your letter notarized.
  • Make use of blue or black ink to sign a letter. Allow your witness to sign the letter.
  • Give an original copy of a letter to the proxy.
  • Keep a copy of the letter with you, to maintain your records.

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Authorization is very important, especially in a business-oriented environment. As an individual with higher authority, you would need to give authorization to another individual or group of individuals. Many authorization letters involve just asking for permission, and that’s all, but the short sales authorization come a bit different from many others. The Authorization Letter gives […]

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How do you authorize someone in authority letter format? ›

I (your full name) hereby authorize (name of the person to be authorized) to act as a representative on my behalf to collect (name of the documents ) from (name of the source). You can find the identical copy of (name) to enclosed with this letter, to identify the person when they arrive to collect the documents.

How do I write a simple letter of authorization? ›

I (Your Name), writing to authorize (name of the person to be authorized) to (action to be performed) during my absence. You can also find the identical copy of (name of document) enclosed with the letter, to identify the person, when he/she comes to collect the certificates.

Is it okay to hand written an authorization letter? ›

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.

Should authorization letter be handwritten or typed? ›

It is always better to have a typed authorization letter rather than a handwritten one because handwritten letters are difficult to read and do not look professional. An authorization letter grants someone legal and financial powers on your behalf and so you could face scrutiny for this.

What is an example of authorization letter? ›

Sample Template for Example

_____( mentioned the A/c Number) hereby grant Mr. Kyleen Dewid permission to act as my representative to collect my cheque book from the bank on my behalf. In order to expedite the identification verification process, I am including method of identity below: Authorized Person: Mr.

How do you indicate a letter written on behalf of someone else? ›

This term is taken from the Latin word procurare meaning “to take care of.” Now, when signing on someone else's behalf, the signature is preceded by p.p. standing for per procurationem. The p.p. is a signal to the reader that someone signed the letter on behalf of another.

How do I write letter of permission? ›

A permission letter should be written in a polite tone. Take care to write the sender's and receiver's addresses accurately along with the date on which the letter is written. Sometimes, the sender's address need not be mentioned when both parties are very familiar with each other.

Is there a signature in authorization letter? ›

The Authorization Letter is required to: (1) be an original document on official organization letterhead; (2) include the names and signatures of all authorized signatories; (3) include the name and signature of an authorized board representative; and (4) be notarized.

What is a written authorization or permission letter? ›

An authorization letter is a document that grants permission to its recipient to carry out certain actions and it is usually written as a follow-up to a permission request. For example, you may write a letter to your organisation, authorizing another person to act on your behalf (proxy).

How do you end an authorization letter? ›

Finish up the letter with a closing word such as “Sincerely.” Leave four blank lines, which is where you'll put your handwritten signature, and then type your full name.

How long is a letter of authorization valid for? ›

Q: How long does an authorization remain valid? A: It remains valid until the expiration date/event, unless the patient revokes it beforehand in writing.

How should a hand written letter look? ›

The Art of a Handwritten Letter
  1. Write the date.
  2. Start with an opening salutation. ...
  3. Write the body of the letter, switching periodically from telling the recipient about your life to asking the recipient about his or her life. ...
  4. End with a closing. ...
  5. Sign your name.
  6. Add a postscript if necessary.
Jan 8, 2020

What person should a letter be written in? ›

For many writers, the first and only criteria used is comfort and experience. As most of our oral communication takes place in the first person and much informal written communication is in first person, many people are just more comfortable writing in first person.

How do you write on behalf of example? ›

On behalf of means “as the agent of,” “in place of,” or “on the part of.” Another way to think of it is “as representing” someone or something. Examples: The law firm filed a suit on behalf of the three people injured by the company truck.

What is an example of signature on behalf of someone? ›

As an example, if the name of the person you are signing for is Joe Jackson and your name is Blake Smith, you would write “Joe Jackson by Blake Smith, power of attorney.” In some cases, you will need to attach the forms that show you have the power of attorney designation.

How do you write a letter on behalf of two people? ›

Create two sections for signatures

Leave a space for the first person's signature and put their name and job title directly underneath this space. Repeat the process for the second person's name. Print your document and have each individual sign their name in the empty space.

What is an example of permission? ›

They got/received permission from the city to build an apartment complex. The teacher gave me her permission to go home early. He asked (for) my permission to paint his room. You have my permission.

How do you express your permission? ›

We use can to ask for permission to do something:
  1. Can I ask a question, please? Can we go home now?
  2. Could I ask a question, please? Could we go home now?
  3. May I ask a question, please? May we go home now?

How do I write a one day permission letter? ›

I would like to inform you that I will not be able to attend work on [date] due to personal reasons. I kindly request you to grant me a leave for one day. I have arranged for [Name of the substitute] to cover my responsibilities while I am away.

What is the closing line in a letter? ›

Best regards, Cordially, and Yours respectfully.

What does a valid authorization require? ›

The core elements of a valid authorization include: A meaningful description of the information to be disclosed. The name of the individual or the name of the person authorized to make the requested disclosure. The name or other identification of the recipient of the information.

How long does it take for an authorization to get approved? ›

How long is the review process? A prior authorization decision may take up to 24 to 72 hours. How do I check the status of a prior authorization request?

What happens after authorization? ›

Authorization holds temporarily freeze funds or available credit in a cardholder's account. The amount of the invoice is locked until the transaction is settled and the bank transfers the funds to the merchant's bank.

What does the format of a letter look like? ›

Professional letters should be simple, short, and written in business format using a traditional font. Length of the Letter: Most formal letters are no more than one typed page. Margins: Use one-inch margins and left justify your text. Spacing: Single space your letter and leave a space between each paragraph.

What can I replace dear with in a letter? ›

Here are a few good alternatives:
  • "Hello, [Insert team name]"
  • "Hello, [Insert company name]"
  • "Dear, Hiring Manager"
  • "Dear, [First name]"
  • "To Whom it May Concern"
  • "Hello"
  • "Hi there"
  • "I hope this email finds you well"
May 7, 2019

What can I put in a letter? ›

10 Things to Write About in a Letter
  • A moment of kindness you witnessed while people-watching.
  • A place you've always wanted to visit and what you hope to do there.
  • One thing on this season's bucket list.
  • A compliment you've always wanted to give to the recipient.
Apr 6, 2022

What is the first thing to be written in a letter? ›

All formal letters start with the contact information and date. In the full block style, this goes in the upper left-hand corner. First, as the sender, type your full name and address aligned to the left side, just as you would when addressing an envelope.

What is the most popular format for a letter? ›

The most common layout of a business letter is known as block format. Using this format, the entire letter is left justified and single spaced except for a double space between paragraphs. Another widely utilized format is known as modified block format.

How do you start a letter example? ›

  1. To Whom It May Concern: Use only when you do not know to whom you must address the letter, for example, when writing to an institution. ...
  2. Dear colleagues, Use when writing to a group of people. ...
  3. Hello guys, Use when writing to a group of people you know very well. ...
  4. Your sincerely, ...
  5. Kind regards, ...
  6. Best,

How do you address someone in authority in a letter? ›

In conversation: “Your Honour” first, then “Sir/Madam/Mr./Mrs./Ms. (name)”. In letters: “Your Honour” or Dear Mr./Mrs./Ms./Miss (name)”.

How do I write an authorized signatory letter? ›

I/We _____________________________ do hereby authorize Mr./Ms. He/She is duly authorized to sign all necessary correspondence in this regard on our behalf. His/Her explanations / statements will be binding on me/us without exception.

How to write authorization letter to allow someone to drive my car? ›

  1. Vehicle Owner. Name: owner's name. ...
  2. Vehicle and Identifying Information. Make, model, and year of vehicle: make, model, and year of vehicle. ...
  3. Person Authorized to Drive (the Borrower) Name: borrower's name. ...
  4. Authorization and Consent of Vehicle Owner. I am the lawful owner of the vehicle indicated above.

What is a valid letter of authority? ›

A letter of authority (LOA) is a legal document that authorises a third party to correspond with service providers on your behalf.

What is the correct letter format? ›

What is the format of a formal letter? A formal letter should include the sender's address, date, receiver's address, subject, salutation, body of the letter, complimentary closing and finally, the signature with name (in block letters) and designation.

What is the format for writing a formal letter through someone to another person? ›

What to include in an official letter
  • A heading that lists your address and the recipient's address.
  • A formal salutation.
  • One paragraph stating your reasons for writing the letter.
  • Another paragraph expanding further on the introduction paragraph.
  • A final paragraph concluding the letter.
  • Closing letter signature.
Mar 10, 2023

How do you write with authority? ›

The key points are:
  1. Don't waffle - state your argument clearly and back it up with supporting evidence. ...
  2. Articulate your own views clearly and explicitly - your supervisor or examiner needs to know what you think.
  3. Don't just walk around the question prodding it from time to time; engage with it directly from the start.

What is a signature authorization? ›

Simply put, an authorized signatory or signer is a person who's been given the right to sign documents on behalf of the authorizing organisation.

Should letter of authorization be notarized? ›

Note: You must have your Letter of Authorization notarized using the Certificate of Acknowledgement attached. The Certificate of Acknowledgement must be completed by a Notary Public. (Law enforcement and local and state governmental agencies are exempt from the notary requirement.)

Does a letter of authority need to be signed? ›

Since a Letter of Authority is a legal document representing the permission you're granting to others, you'll need to put your signature on it. If you're writing a Letter of Authority on behalf of your company, you should get the signature of the business owner or a director of the company on the LOA.

How do I authorize someone on my behalf? ›

Elements of an Authorization Letter To Act On Behalf
  1. Your name and contact information.
  2. The name and contact details of the person you're authorizing.
  3. A statement confirming that you formally authorize the person to act on your behalf.
  4. The scope of the authorization ( what the person is authorized to do)
Oct 17, 2022

How do you write a letter to give someone a car? ›

The gift letter should describe the vehicle that is being gifted. Example: “I, (your name), gift to my friend, (friend's name), the following vehicle: Year, Make, Model and VIN.” The gift letter will need to be notarized, since your friend is not considered immediate family per the R.I. Division of Taxation.

What is a legal document authorizing someone to act on your behalf? ›

A power of attorney gives one or more persons the power to act on your behalf as your agent. The power may be limited to a particular activity, such as closing the sale of your home, or be general in its application. The power may give temporary or permanent authority to act on your behalf.

What does a letter of authority need to include? ›

A sentence confirming who is being given authority to act. Signature of landowner/tenant/occupier. Date of signature. Full name or company name of person/company being given authority to act on the landowner/tenant/occupier's behalf.

Who provides a letter of authority? ›

What is a letter of authority? A letter of authority allows a third party to deal with your account on your behalf. This could be your partner, an associate, a solicitor, Citizens Advice Bureau, your landlord or another company.

What are the benefits of a letter of authority? ›

A Letter of Authority (LOA) allows you to give an organisation permission to manage affairs on your behalf. At PayPlan, for example, we can contact your creditors on your behalf once we've received a signed LOA from you, and act as a go-between with you and the creditors from that point onward.


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