12 Authorization Letter Templates – Samples

If you need someone to do something vital for you, it is not enough to ask and allow them to do it. Instead, you need to back up your permission with a written document. Such a document will enable the individual to complete the tasks you have given them. In such scenarios, you need to create an authorization letter. An authorization letter officially allows someone else to act on your behalf, especially on essential matters.

This formal letter will give them the authority to handle matters when you cannot do it alone. That means you need to know the legal language to include in the letter to avoid complications, disputes, and controversies. Also, the terms and conditions of granting your authority should be written to ensure the person acting on your behalf performs the required actions.

In this article, you will learn more about authorization letters and the tips to observe when preparing one, how to prepare it, and the information to include in the letter based on your reasons.

Authorization Letter

An authorization letter is a formal letter prepared by a principal who grants an agent the authority to act on their behalf regarding a specific action(s), such as using a certain amount of money or handling particular duties and responsibilities.

This kind of power requires the agent to act and perform the required actions the way the principal would if they were available.

The letter is considered a legally binding contract and requires the agent to act in the principal’s best interest. Therefore, as a principal granting authority to an agent, choosing an individual you trust is important. Also, ensure you correctly highlight their responsibilities in the letter, which may include medical, legal, business, or personal.

You, as the principal, should also include the authority period in the authorization letter. This way, all parties involved are aware of the letter’s validity. The language should be severe, official, and precise so there is no ambiguity. It is also advisable to refer to the agent by their official name to ensure that others do not misuse the authorization letter.

Parties Involved

There are three parties involved when it comes to an authorization letter. The first party is the principal or the original rights holder. They are the ones who write the letter to grant someone else authority to act on their behalf. The second party is the individual or organization conducting a legal, personal, medical, or business transaction with the first party. This party can be a bank, a hospital, a business, or even the government.

The third and final party is the agent. This is the person being granted authority by the first party to act on their behalf and conduct the required transactions with the second party. That means the authorization letter is written by the first party, addressed to the second party, and gives the third party the power to act on the first party’s behalf.

Scenarios Where Authorization Letter is Used

Different scenarios will require you to use an authorization letter. Some of these scenarios are as shown below:

• When you are sick and need someone else to handle your duties and responsibilities
• When you need someone to handle your bank accounts activities such as deposits and withdrawals and deal with issues at the bank or other financial institution
• When you need someone to pick up your critical business documents
• When someone is traveling on your behalf
• When you need someone to handle your business matters in your absence
• If you are a parent or guardian and you are allowing childcare workers to handle fundamental emergencies such as medical decisions for your child(ren)
• When you need someone to access your personal information, such as medical records
• As a parent or guardian, when authorizing minors to travel with other adults to protect them from child trafficking and custody problems

You can download the following templates for free:

There are significant benefits of using an authorization letter, and they include the following:

Makes you a person with credibility

With an authorization letter, you will be viewed as an individual with credibility. This means that your word will be taken seriously as it will be seen as legitimate. Therefore, whatever scenario you are in, the second party addressed in the letter will agree to help or serve your agent as they will view the whole situation as credible.

It is a legally binding document

With an authorization letter, you have a legally binding contract that can be used in court as evidence in case of a legal issue. Usually, once you prepare the letter, the signing must occur, which means that both parties are liable for the actions performed during the specified time.

Tracks accountability

Just asking someone to do something for you is not much accountable on the person’s side. However, having a written formal agreement to authorize someone to perform specific tasks makes them accountable if they sign the letter. This means that the person’s actions can be tracked, and legal action or compensation will be required if they fail to adhere to what is stipulated in the letter.

No information is left out

An authorization letter is essential because no information will be left out. The letter will have specific details such as the agent’s official name, the authorization date, and the duties that the agent should perform. This way, the principal will ensure that they have provided all the required details, and the agent can use the document to confirm the actions they need to perform.

Although the reasons and situations for writing an authorization letter may vary, the format for this official letter remains the same.

Below is the format you need to use when preparing your authorization letter sample:

Your name and address

Ensure that you start with your name and address, which should be written on the top left side of the page. This adheres to the standard format of official or business letter. You will need to single space these lines and the ones that follow next.

Date

Once you have written your name and address, proceed to include the date after skipping one line. Ensure that it is the current date and written in full instead of abbreviated, such as August 17, 2022, instead of Aug 17, 2022.

Recipient’s name and address

After that, you must skip a line and write the recipient’s name and address. Ensure that you use the same format you used to write your information. Remember that the recipient you are addressing is the second party and is different from your proxy (third party) or the person you are granting the authority to make decisions for you.

In case you do not know the second party that you will be dealing with, such as in cases of emergency medical power, you can leave this section blank.

Salutation 

Finally, write an official salutation using proper titles such as Dr., Ms., Mrs., or Mr. and the last name instead of their first names. Ensure that you open with Dear, the word To, or the phrase To whom it may concern if you do not know the names of the officials.

With the format in mind, here is how to write an authorization letter:

Representative’s duties

Start by highlighting the duties and responsibilities that your representative is authorized to handle. This section should be clear, brief, and straight to the point. Ensure that apart from the duties, you include specific authorization details. For instance, if you want your agent to deal with your bank, you need to specify if they are authorized to withdraw, deposit, sign checks or collect important documents.

Also, you need to specify and include the information they will require to perform a specific duty. For instance, if they are authorized to deposit and withdraw money from your bank, you will need to provide them with the bank account number.

Authorization dates

After that section, proceed to provide the authorization dates. This will specify when the authorization letter will be in effect and considered valid. Include both the beginning and end dates of the authorization. For situations where you are unsure of the dates, such as a medical emergency, you can include a phrase like, “In the case of a medical emergency, the proxy is authorized to act on my behalf for 30 days.”

Reason for authorization

You will need to include a reason for providing the authorization in your letter. You must explain why you need this individual and permit them to handle a particular task. For example, you can mention that you will be busy, out of town, ill, or unavailable. Ensure you include the actual reason in the authorization letter.

Specify any restrictions on authorization

Your authorization letter should specify any restrictions you may have regarding the authority you are giving to your proxy. You will need to specify the duties or assignments they need to handle and include what they are not supposed to do. For example, you can ask them to pick up your important documents but instruct them not to use these documents for personal purposes.

Conclude the letter

This is the last section of the authorization letter. Conclude your letter with closing words like “Sincerely” since this is an official letter. Ensure you leave space for your handwritten signature and type your full name.

Note: Find a notary. It is crucial to find a notary public for the final step of preparing your authorization letter. This person from the government should notarize your letter to give it more credibility and attest to the letter being a legal document. Ensure that this person should not be any of the parties mentioned in the letter.

Authorization Letter Samples

Following are the two samples of authorization letter:

When writing an authorization letter to permit another person so they can act on your behalf, there are some tips that you should always have in mind.

With these tips, you can write a proper authorization letter:

Type your letter

Ensure you type your letter instead of handwriting it. This way, it can be scanned and have an appealing and professional look. Since this letter is legally binding, it is bound to go through many inspections. Typing it ensures that your information is clear and neat. Also, typing your letter will ensure that it is in a proper condition to be used in court if need be.

Tone of the letter

Your letter should maintain a business tone. Since it is an official letter, you must observe a professional tone when writing it. Also, ensure that the tone is authoritative but not demanding. This way, you respectfully showcase your authority and confidence without appearing rude.

Keep the letter short and precise

Try and keep your authorization letter short and precise. This way, you will avoid including ambiguous information that might be hard to interpret. In addition, with a short and precise authorization letter, you can focus only on the main points.

Format the letter properly

Once you have written the authorization letter, it is crucial to format it professionally and officially. There is a required way of formatting this letter. You will need to use a formal tone, write the letter using block format, use single-spacing in the body section and avoid indenting the paragraphs. You must leave space between the greeting and the letter’s first paragraph. There should also be proper spacing between paragraphs.

Sign the letter

Ensure you print out the authorization letter and sign it using blue or black ink. Your signature should be handwritten alongside the signature date. If you are not using witnesses, you must notarize your letter to the notary public after signing it.

Give the original letter to the proxy

Both you and your proxy should have a copy of the authorization letter. This way, they will have evidence of the authority delegated to them. Also, they will be able to fulfill all the tasks requested by you correctly and completely.

Keep the copy with you

As the original rights holder, it is also essential to maintain a copy of the authorization letter. In case of questions or a court case, you will have a copy of the letter that you can use to prove that you authorized the third party to act on your behalf.

Other tips that you need to observe are as follows:

• Ensure that you use official and full names when addressing the letter. The use of nicknames is prohibited. Also, if possible, you can include other details, such as the recipient’s employee code or SSN (social security number).
• Always include the authorization date and time when the person’s power will be in effect and when they are required to handle their assigned work. The date and time should be written in words instead of numbers.
• It is crucial to provide directions that should be followed when completing the assigned tasks. For instance, you can mention that your proxy is allowed to access files and folders to get your documents.
• If any other types of letters are used for the contract between you and your proxy, ensure that you include the details of that letter(s) in the authorization letter.

Keep in mind that an authorization letter is a formal letter that must observe an acute legal language. This way, you can adequately prepare the terms and conditions of your authority by observing the tips and guidelines provided above.

• An authorization letter is an official letter to delegate authority or give the third-party permission to act on your behalf.
• Whether it is to access particular important documents, withdraw funds or handle your business transactions, you will need to write an authorization letter to enable such processes.
• The person acting on your behalf will have to present this letter to the relevant parties so that they can fulfill your request.
• You will need to provide all the required details when writing the letter. It is best to use an authorization letter template to ensure all the information needed is included.
• Also, you can refer to the authorization letter samples provided in this article as reference points when writing your authorization letter.
• Ensure you observe the tips given in this article to ensure you have a complete, legal and practical authorization letter.