Whether it's for collecting documents, handling bank transactions, or giving permission for a specific activity, an authorization letter serves as proof that the authority has been granted. Such letters are tend to be typed and not handwritten in any case.
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An authorization letter is a formal document which is processed to pass an authority to someone else in one's absence, or to even delegate a responsibility with choice. It acts as a legal proof which is written in a business tone. One must make sure to keep it typed and neatly signed, rather than writing it manually. The correct authorization letter format must be followed.
The format of authorization letter contains the sender’s address, the receiver’s address, the contact details of the sender and the body of the letter. It is a formal letter given to the recipient as proof that they are liable to act on someone else's behalf. Candidates must ensure that the authorized person are mentioned clearly while writing an authorization letter.
Candidates can download the authorization letter sample to get a clear idea of how to process it. One must make sure to keep it authoritative and not demanding. The body of the letter must be brief and to the point.
What is an Authorization Letter?
The authorization letter is a formal letter which acts as a legal document which gives the receiver the authority to act on behalf of the individual writing the letter. This indicates that the person sending the authorization will legally be accountable of any actions that are taken by the receiver on behalf of the sender.
Authorization letters are very commonly used in corporate firms, government organisations, banking and finance, etc. It is highly recommended to write the authorization letter in a formal tone. For example, if a student is unable to collect their certificates due to unforeseen circumstances, the authorization letter can be submitted and a guardian can pick up the certificates from the college or university
How to Write an Authorization Letter?
The authorisation letter must be written and submitted in a formal tone to the respective authorities. Following are some of the important guidelines on how to write an authorisation letter:
- It is recommended to neatly print and submit the authorisation letter in a signed and sealed envelope as it serves as an important document and has more value
- The sender must begin with writing their details such as the name and address on the left side of the page, followed by the date the letter was written.
- The authorisation letter must clearly mention to whom the duties are being assigned and the clear responsibilities to avoid any confusion
- The letter must also mention regarding the reason for the absence in brief in the subject of the letter
- It is important to also attach the contact details of the person incase of any clarification or additional information required
Authorization Letter Basic Format
Understanding the right format of authorization letter is very important to leave a professional impact. You can either download the sample PDF or study it from the format given below.
| Particulars |
Details |
| Sender’s Adress |
Your Name Your Address City, State and ZIP code Email Address Phone Number |
| Date | Date |
| Recipient's Address |
Recipient's Name Recipient's Position Recipient's Company/Organization Address of Company/Organization City, State and ZIP Code |
| Subject of the letter | Authorization Letter |
| Starting of Body |
Dear (Name of Recipient) I, (Your Name), hereby authorize (Authorized Person's Name) to act on my behalf in all matters pertaining to (specific task or responsibility). This authorization includes, but is not limited to, (specific actions the authorized person is allowed to take) |
| Details of the authorized person | Name, Address, Phone Number, Email |
| Body of the letter | This authorization is valid from (Start Date) to (End Date). A copy of (Authorized Person's Name)'s identification is attached for your reference |
| Conclusion | Feel free to contact me for any questions or require further information at (Your Phone Number) or (Your Email Address) |
| Salutation |
Thank you for your attention to this matter. Sincerely, Your Name Signature |
Also Read: Relieving Letter Format
Types of Authorization Letter
There are various typpes of authorization letter such as Financial Authorization Letter, Medical Authorization Letter, Travel Authorization Letter, Legal Authorization Letter, Banl Authorization Letter, Collection Authorization Letter, and many more.
The sample of the primary authorization letters has been provided here for students reference.
Financial Authorization Letter
Applicants must check the format of the Financial Authorization Letter mentioned below. This type of authorization letters provides someone with the authority to handle financial transactions on your behalf.
| Particulars |
Details |
| Sender’s Adress |
Your Name Your Address City, State and ZIP code Email Address Phone Number |
| Date | Date |
| Recipient's Address |
Recipient's Name Recipient's Position Recipient's Company/Organization Address of Company/Organization City, State and ZIP Code |
| Subject of the letter | Financial Authorization Letter |
| Starting of Body |
Dear (Name of Recipient) In my capacity as [Your Designation] of [Company Name], I, [Your Name], hereby give [Authorized Person’s Name], who holds the position of [Authorized Person’s Designation], permission to act on our company’s behalf in all financial matters pertaining to [specific task, such as creating transactions, managing bank accounts, and signing checks]. |
| Details of the authorized person | Name, Address, Phone Number, Email |
| Body of the letter | This authorization is valid from (Start Date) to (End Date). A copy of (Authorized Person's Name)'s identification is attached for your reference |
| Conclusion | Feel free to contact me for any questions or require further information at (Your Phone Number) or (Your Email Address) |
| Salutation |
Thank you for your attention to this matter. Sincerely, Your Name Signature |
Medical Authorization Letter
The Medical Authorization Letter allows one to take medical decisions on your behalf. The format of the Medical Letter has been provided here for students reference.
| Particulars |
Details |
| Sender’s Adress |
Your Name Your Address City, State and ZIP code Email Address Phone Number |
| Date | Date |
| Recipient's Address |
Recipient's Name Recipient's Position Recipient's Company/Organization Address of Company/Organization City, State and ZIP Code |
| Subject of the letter | Medical Authorization Letter |
| Starting of Body |
Dear (Name of Recipient) In my capacity as [Your Designation] of [Company Name], I, [Your Name], hereby give [Authorized Person’s Name], who holds the position of [Authorized Person’s Designation], permission to act on our company’s behalf in all financial matters pertaining to [specific task, such as creating transactions, managing bank accounts, and signing checks] |
| Details of the authorized person | Name, Address, Phone Number, Email |
| Body of the letter | This authorization is valid from (Start Date) to (End Date). A copy of (Authorized Person's Name)'s identification is attached for your reference |
| Conclusion | Feel free to contact me for any questions or require further information at (Your Phone Number) or (Your Email Address) |
| Salutation |
Thank you for your attention to this matter. Sincerely, Your Name Signature |
Travel Authorization Letter
The Travel Authorization Letter allows someone to travel on your behalf if one is not able to travel due to any financial, personal, or professional reasons. The sample of this letter is given below for reference.
| Particulars |
Details |
| Sender’s Adress |
Your Name Your Address City, State and ZIP code Email Address Phone Number |
| Date | Date |
| Recipient's Address |
Recipient's Name Recipient's Position Recipient's Company/Organization Address of Company/Organization City, State and ZIP Code |
| Subject of the letter | Travel Authorization Letter |
| Starting of Body |
Dear (Name of Recipient) I, [Your Name], hereby formally provide [Authorized Person’s Name] permission to travel for [particular reason, such as a conference, business trip, etc.] on behalf of [Company/Organization Name] |
| Details of the authorized person | Name, Address, Phone Number, Email |
| Body of the letter | This authorization is valid from (Start Date) to (End Date). A copy of (Authorized Person's Name)'s identification is attached for your reference |
| Conclusion | Feel free to contact me for any questions or require further information at (Your Phone Number) or (Your Email Address) |
| Salutation |
Thank you for your attention to this matter. Sincerely, Your Name Signature |
Legal Authorization Letter
The Legal Authorization Letters grants someone with the authority to take legal actions or decisions on your absence. Students must check the sample of the Legal Authroization Letter mentioned below.
| Particulars |
Details |
| Sender’s Adress |
Your Name Your Address City, State and ZIP code Email Address Phone Number |
| Date | Date |
| Recipient's Address |
Recipient's Name Recipient's Position Recipient's Company/Organization Address of Company/Organization City, State and ZIP Code |
| Subject of the letter | Legal Authorization Letter |
| Starting of Body |
Dear (Name of Recipient) By living at [Your Address], I, [Your Name], son/daughter of [Your Father's Name], hereby give [Authorized Person's Name], son/daughter of [Authorized Person's Father's Name], living at [Authorized Person's Address], permission to act on my behalf in all legal matters pertaining to [specific purpose, such as signing documents, representing me in court, etc.]. This authorization gives me the power to sign documents, show up in court, and take any other required steps to defend my legal rights, among other things. |
| Details of the authorized person | Name, Address, Phone Number, Email |
| Body of the letter | This authorization is valid from (Start Date) to (End Date). A copy of (Authorized Person's Name)'s identification is attached for your reference |
| Conclusion | Feel free to contact me for any questions or require further information at (Your Phone Number) or (Your Email Address) |
| Salutation |
Thank you for your attention to this matter. Sincerely, Your Name Signature |
Must Read: What is a Letter of Enrollment?
Tips for Writing the Authorization Letter
The most important tip for writing an authorized letter is that it should justify the reason and validity of the letter. It should include details of the first person who has the right initially, the second party with whom the first party has a deal, and the third party who is selected to act as a proxy.
- Write in professional language using clear and concise language.
- Make sure to provide all necessary information like name, address, contact details, specific task or responsibility being authorized.
- Mention limitations or conditions if any.
- Make sure to provide the details and dates needed.
- Attach a copy of the authentic identity proof
- Keep a copy of the same with you.
Mistakes to Avoid While writing Authorization Letter
There are various situations in which an authorization letter is required. But it is crucial to avoid any mistakes while writing the letter. Below are some points to be considered while writing the letter to avoid any mistakes.
- Make sure that the details of the authorized person are mentioned clearly.
- Being clear about the agenda, such as why the task is being authorized to another person or what is the need for authorization.
- Ensure to write the letter to the right recipient with the correct address.
- Using a simple formal language without any complex vocabulary.
- Make sure to sign the authorization letter by providing the correct details of the person who is authorizing it.
- Taking full responsibility for the task that will be assigned to the authorized person and making sure to mention that in the letter clearly.
Also Read: Apology Letter Format
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