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Guide on Authorization Letter: Samples and Templates

Guide on Authorization Letter Samples and Templates

Do you need the authorization to act on behalf of your company? If so, an authorization letter is a perfect way to go about it. Organizations use authorization letters to authorize individuals to act on their behalf in a business setting.

This guide will provide you with all the information you need to know about authorization letters, including samples and templates to help get you started.

 

What is a Letter of Authorization?

An authorization letter is a written letter or document that confirms a person’s authority to act on behalf of another person or organization. This authorization can be for various purposes, such as granting authorization to perform certain tasks or authorizing someone to use something on your behalf.

 

What an Authorization Letter Can Do For You

A letter of authorization grants another person or group of people the right to act on your behalf or vice versa for matters you have agreed upon. For example, you may need an authorization letter if you cannot do something yourself and need someone else to handle it for you, such as picking up a check from the post office or picking up your child from school. Apart from that, here are some situations where you will need an authorization letter:

  • Authorization letters may be used in a business setting by organizations to delegate tasks or give someone the authority to act on their behalf. 
  • A business may use an authorization letter to give an employee the authority to sign contracts on their behalf.
  • Another example is if you need to authorize someone to pick up a package from the post office on your behalf.
  • Address the authorization letter to any other person who can efficiently handle your fast-moving financial transaction.
  • You can also give an authorization letter to someone, granting them the authority to handle a particular project.
  • You can also give an authorization letter to someone, granting them the authority to handle a particular project.

 

Different Types of Authorization Letters

As mentioned earlier, a letter of authorization grants permission to another party to act on someone’s behalf. Given that this type of letter is used for various reasons, you can write it for different authorization purposes. Here are some of the most authorization letter examples:

  • A medical authorization letter gives another person the right to make decisions regarding your medical care if you cannot do so yourself. 
  • A financial authorization letter gives another person the right to handle your financial affairs if you are unable to do so yourself. 
  • An authorization letter for a minor child grants someone the right to care for your child in your absence. 
  • An authorization letter for a passport allows another person to apply for and/or pick up your passport on your behalf. 

 

Now that you know the different types of authorization letters, let’s move on to the next section, where we will provide you with a guide on how to create an authorization letter.

 

How to Write an Authorization Letter

Now that we know what an authorization letter is and why it’s important, let’s look at how to write one. Follow the steps outlined below:

Step 1: Write Your Name and Address

To start writing your authorization letter, it’s important that you follow the standard format of a business letter. The letter’s first line should be written on the top left-hand side of the page. 

Write your full name on the first line and your full street information on the second; on the third line, write the name of your city, state, and zip code. Keep in mind that all of these lines should be in single spacing. 

Step 2: Mention the Date

After writing your name and address, skip one line and write the current date on the next line. Always write the date in full (e.g., May 08, 2022, 08 May 2022, or 8th of May 2022) instead of a shortened format (e.g., 05,08,2022, 05/08/2022, or 05-08-2022).

Step 3: Include the Recipient’s Name and Address

One space after writing the date, write the recipient’s full name and address. Similar to how you write all your information, include all the recipient’s information in the same way. However, keep in mind that you’re granting this person or body authority to act as a proxy. 

They will need this letter to be able to act on your behalf. That’s why the letter should always be addressed to the second party.

Step 4: Write the Salutation

After you finish writing the letterhead, it’s now time to write the body of the authorization letter. First, start with the salutation, a formal way of addressing the recipient. 

The most common salutation used in authorization letters is “To Whom It May Concern.” If you know the name of the person you’re writing to, use that instead (e.g., Dear Mr. Smith). End your salutation with a colon (:).

Step 5: Specify Duties, Reason, and Key Dates

This step is where you’ll have to specify the duties and other details about the authorization you’re granting to the other party. Again, it’s important to keep this part short yet precise and concrete. The reason is that brief yet informative letters reduce the level of misunderstanding due to conflicting interpretations.

This section should have the following format: “I (state your name), am authorizing (name of the person you’re authorizing to) to (specify what they’re authorized to do). This authorization is valid from (start date) to (end date). 

This authorization is granted for the following purpose: (specify the purpose in detail).” At the same time, you should also mention why you need a representative to act on your behalf. 

Step 6: Finalize the Letter

Finish writing the authorization letter with a respectable closure such as ‘Sincerely,’ ‘Thankfully,’ or ‘Regards.’ After the closure, skip three lines and write your full name on the last line. If you’re hand-writing the authorization letter, remember to sign your name on the line below your full typed name. 

You can also add “Enclosure” just below your signature if you include additional documents with your authorization letter.

“Enclosure” should be written in full and followed by a colon (:). The number of enclosures you have should be written after the colon. 

 

Why Use DataMyte Digital Clipboard?

If you’re looking for a convenient way to create authorization letter templates that you can use for present and future applications, you should start using DataMyte and its Digital Clipboard.

With the DataMyte Digital Clipboard, you can create an entire workflow focused on automating the process of creating an authorization letter. Our Digital Clipboard lets your:

  • Create authorization letter templates for different purposes and applications using our form builder.
  • Collect data and signatures from different sources and locations.
  • Use our e-signature feature to get authorization letters signed electronically.
  • Track the progress of each authorization letter.
  • And more!

 

Stop wasting time on creating authorization letters manually and streamline the process with DATAMYTE today! Visit our website now to learn more.

 

Conclusion

Authorization letters play a key role in business. By using authorization letters, businesses can outsource and streamline certain tasks to focus on other areas that need attention. Use this article as a guide on creating the right authorization letter for whatever purpose you may need it. And, of course, use DataMyte Digital Clipboard to make the authorization letter creation process easier and faster!

 

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