An authorization letter is a type of document that gives another person access to conduct business in the event when the person in charge is not around to personally carry it out. You can use our Sample Forms to download sample templates for an authorization letter.
An example of a situation where an authorization letter is needed is if when a person needs to access funds that are deposited into his personal savings account but is already bedridden. An authorization letter will allow this person to appoint someone else to access and handle issues pertaining to the account on his behalf.
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An authorization letter does not exactly follow a standardized format. Hundreds of Authorization Letter Templates can be downloaded online; however, if you wish to create your own letter, you may follow the following steps:
Start with a Header
A letter of authorization is a formal letter and must therefore follow the standard format of business-letter writing. Your name should be indicated on the first line, followed by your street information, city, state, and zip code.
Indicate the date that the letter was drafted.
Recipient’s Name and Address
If you know the name and address of the person to whom the letter should be addressed to, indicate it in the same business form one space below the address.
Begin your letter with a salutation and the appropriate title. It is recommended that the recipient’s title and last name be used instead of using the person’s first name.
Make It Clear and Concise
Make your authorization letter short and crisp to avoid misunderstandings and misinterpretations. Indicate the name of the person you are giving authority to and the date of validity of the letter. If you are unsure of when the transaction will take place, provide a validity period such as 30 days or 7 days, etc.
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State the Reason for the Authorization
Let the recipient understand the reason why you are unable to personally attend to the errand and had to use a proxy. The explanation might indicate that you are out of town, ill, or incapacitated. An example of a body for a letter of authorization would be:
I, Jane Doe, hereby give full authority to my assistant, John Smith, to claim my health insurance records that will be used for employment purposes as I am unable to personally do so. This authorization letter is deemed valid for 14 business days only and will expire on the 22nd of March.
End your authorization letter with a closing word, such as “Sincerely” or “Respectfully” and indicate your signature at 3 to 4 spaces below it.
The format for an authorization letter will depend on its use and purpose. Our sample templates are available for download in order to conveniently help you in your letter-writing needs. You can also download our Transcript Request Forms, Job Request Forms, and Donation Request Forms.
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