The process of delegating your power or authority to someone else is known as authorization. An authorization letter is a document that is sent or given to a person as proof of receiving permission for carrying on some activities on the sender’s behalf. This is done in circumstances where the person who is supposed to do a task may face some kind of inconvenience such as illness, injury etc. the letter should be written stating the reason and validity of the said document. Read on to learn more about the authorization letter format and samples.
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Authorization Letter Format
Like any other formal document, an Authorization letter has a specific format. The format of the Authorization Letter is given below.
To
Recipient’s Full Name
Recipient’s Address
Date
Salutation
Body
Contact details
Thank you note
Complimentary Closing
Sender’s Full Name
Signature
There are a few more things that should be considered while writing an authorization letter. Always state what is being authorized and the name of the person to whom the power is being granted in the body part of the letter. Give particular evidence inside the letter to prove that the letter was authored by you. Be very clear about any piece of information you provide inside like statistics, numbers, names of people, people etc. Do not forget to clearly define the tasks and the procedures you want the person to execute on your behalf. This will is to avoid any abuse of authority that the recipient may do in your absence. The reason for unavailability and the duration of validity of the authorization letter should also be included.
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Tips for Writing Authorization Letter
The guidelines given below can be used to write better authorization letters.
- The letter must not be handwritten. It should be typed neatly and signed.
- The voice of the letter should be formal, professional and business-like.
- The tone should not be demanding and yet should be authoritative.
- Should be brief and precise.
- The letter should not be too personal.
- Add contact information so that they can contact you in case of emergencies.
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Authorization Letter Samples
Check out a few authorization letter samples provided below.
Sample 1: Bank
The Bank Manager
Union Bank
Rose Garden Road
Chennai – 400013
08/02/2023
Subject: authorization letter to access my locker
Respected Madam,
My name is Sara Davis and I own locker number 61 at your bank. I am writing this letter to inform you that I am authorizing my assistant, Reena Alex, to access my Locker on 23rd February 2023 as I am unable to travel there due to some medical reasons.
I am grateful for your consideration and understanding. Identity cards and the list of items that need to be taken out of the locker are enclosed with this letter. Please do contact me if there are any formalities or procedures that require more than just an ID card.
Thank you so much for helping me in this difficult time.
Phone number – 123456
Email id – sara.email@gmail.com
Sincerely,
Signature
SARA DAVIS
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Sample 2: Collecting Certificates
The Office Manager
DE University College
Church Road
Chennai – 600025
08/02/2023
Subject: Authorization letter to collect certificates
Respected Sir,
My name is Anu Suresh and I was a student at DE University College (MA Linguistics 2020-2022 batch). I am writing this letter to let you know that I hereby authorize my uncle Raj Kaloor to collect my score card, provisional certificate and original degree certificate on my behalf as I am currently residing in Delhi and I am unable to travel such long distance during this pandemic due to my delicate health. I will not be able to come in person to collect said documents within the dates notified by the university officials. I am enclosing a copy of my uncle’s ID proof with this letter so that there will be no confusion when he comes to collect the documents. This letter will be valid till the 17th of February 2023.
I thank you for your kindness and understanding. My contact information is provided below if there are any inquiries regarding this subject.
Phone number: 012346
Email address: Anu.email@gmail.com
Sincerely,
Signature
ANU SURESH
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Let it be school, college, university, business, office or any other setting, an authorization letter is a formal document that you should know how to write. Learn the format and go through the samples given above to have a better understanding of how to write an authorization letter.
Authorization Letter FAQs
- What should be enclosed with the authorization letter?
ID proofs of sender and/or receiver according to the circumstances.
- What is an authorization letter?
It is a formal document that is sent by a person when they have to impart their duties to someone else i.e. they need someone else to do something on their behalf.
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