Let’s start off by understanding what is an authorization, authority means giving someone power to act on your behalf. There could be a number of instances where you may need to give someone else power or authority to do something or handle work on your behalf. Writing an authorization letter is a legal formality to give someone permission to act on your behalf.
Following are some of the situations where an authorization letter comes in handy,
- you may use an authorization letter to authorize someone to collect documents,
- to run a business or company for a certain period of time
- to collect money from a bank or financial institute
- allow an employee to sign agreements or contracts in your absence
- allowing a minor to travel with a guardian or relative.
- allowing someone to collect rent on your behalf
So these are some of the situations where an authorization can be used. Writing such a letter does not come naturally to most of us. The sample letters are shared in this post along with the download links.
Creating an authorization letter is much easier once you have an editable sample letter with you.
Contents
Sample Authorization Letter to Allow an Employee Collect Documents
Subject: Authorization for Document Collection
Dear Sir/Madam,
I, Olivia Smith, currently employed as Senior Digital Marketing Manager (Employee ID: GTI1014516) at ABC Pvt Ltd, hereby authorize my colleague, Mr. James Smith (Employee ID: GTI1013490), to collect following documents from the HR Department on my behalf:
- Salary Revision Letter
- Form 16 for Financial Year 2024-2025
- Medical Insurance Certificate
Currently, I’m on a business trip to Texas from Apr 15 2025 to Apr 30 2025 due to which I won’t be able to collect these documents personally. Therefore, I’m authorizing my colleague to collect these documents on my behalf.
Here are the details of my authorized representative:
- Name: Mr. James Smith
- Employee ID: GTI1013490
- Department: Digital Marketing
- Contact Number: +91 9999999999
- Government ID Proof
I confirm that I will take full responsibility for the documents. Please feel free to contact me at (phone number) if you need any clarification.
Thank you for your cooperation.
Sincerely,
[Signature]
Rahul Sharma
So this is how an authorization letter is written. You can use this sample letter to write an authorization letter for any situation. Download an editable sample letter to create your letter in minutes without any errors or mistakes.
Do I Need to Attest the Authorization Letter?
In some cases, you are required to attest the authorization letter specially when you’re giving authority to someone else who stays in a foreign country. For example, you live in USA and you have a legal work to complete in UK. In such a case, you are required to attest the letter of authorization by the USA government to give an authority to a person to perform a task on your behalf.
Attesting letter of authorization is important in many cases, so make sure to do it as per your country’s law and regulations.
How to Prevent Misuse of Authorization Letter?
Misuse of power can happen, so make sure to authorize only the trusted person and take care of following things to prevent the misuse,
- make sure to clearly define the work, tasks, decisions, etc an authorized person can perform.
- clearly state the names of the authorizer and the authorized person.
- there has to be a validity period i.e. mention the start and end date of the authorization to prevent indefinite use.
- for security, you may get it notarized and sign it in front of witness
- Keep a Copy for Your Records
- make sure to outline the limitations
Frequently Asked Questions
Q. What’s the purpose of using Authorization Letter?
A. The purpose of writing an authorization letter is to give someone an authority to act on your behalf. This letter is a written confirmation that give someone else the power or authority to handle work, tasks, make decision, etc on your behalf.
Q. What’s included in Authorization Letter?
A. The authorization letter must contain the contact information of person who is granting the permission and the person who is receiving the permissions. There has to be a clear statement of what power you are granting. Make sure to outline what an authorized person can do and what are the limitations.
Q. How to write an Authorization Letter quickly?
A. Writing an authorization letter does not come naturally to most of us. If you are looking to write an error free letter in minutes then simple download the editable sample letter, make changes in it, and your letter is ready.
Q. Is it essential to sign an authorization letter?
A. An authorization letter without a signature is just a piece of paper. The signature has to be there to make the document legally valid. In many cases, you may even need to attest the authorization letter.
Download Sample Authorization Letter Templates
