An authorisation letter is a formal letter authorising one person to act on behalf of some other person in cases specified by the letter. Generally used to grant permission for someone to pick up documents, attend to a transaction or perform a task that cannot be performed in the absence of the original person. A clear and concise authorisation letter is necessary so that the reader clearly understands the authorisation purpose and scope of the letter. In this blog, you will learn the essential parts of an authorisation letter, how to write one, and tips for an effective one.
An authorisation letter refers to a letter which gives the authorisation or permission to one person to act for another. This document can be used in various scenarios, including:
- Business: To authorise someone to sign documents in your name.
- Personal: Giving someone the chance to pick up your package, document or other belongings.
- Legal/Medical: Permission is given to someone to act as your representative in legal or medical matters.
- Financial: Authorise someone to manage your financial affairs, such as paying and transaction handling.
An authorisation letter assures the person receiving the authorisation of the reason for them to take up authority for you and that their actions, if possible, are legal and have the force of law.
What Constitutes an Authorisation Letter?
The authorisation letter should be so structured that it should have been quite suitable with specific details. The main elements to include are:
1. Sender’s Information
The full name of the person writing the letter, address, and other contact details, if any, but not necessary (optional).
2. Date
It’s imperative to indicate the day of writing the letter if it’s needed for reference and to state the time limit.
3. Recipient’s Information
Full contact details and the full name of the person receiving a letter.
4. Subject
The subject line can also be used to summarise the letter’s purpose, which can prove helpful from both a business and a formal perspective. For example: “[Purpose] Authorisation”.
5. Salutation
It should begin with a formal greeting, such as “Dear [Recipient’s Name],” “[Recipient’s Name],” or simply their name.
6. Body of the Letter
Specify precisely for what purpose someone is being authorised and what they are specially authorised to do. Specify what the access and time/length of authorisation is for.
7. Signatures
If a person gives the authorisation, they should sign the letter. It wastes that letter confirming its authenticity. Include the date and your contact details, if applicable.
8. Witness (optional) or Notary (optional)
Sometimes, the letter must be notarised or witnessed by some other person to state that it is valid. An authorisation letter is given to someone, allowing them to carry out transactions, activities, or other transactions on your behalf, such as writing a check against your bank account. The authorisation letter should spell out what you are authorising, whether financial or otherwise.
Step-by-Step Guide on How to Write One
1. Provide Your Information
The top of the letter should include your full name, address and contact details. This enables the recipient to reach you if necessary.
2. Add the Date
Finish with the current date after your contact information. This helps you know when the letter is valid.
3. Provide Recipient Detail
The following section should give the name of the person you have granted authorisation to, their title (if any), and their address.
4. Write The Subject (optional)
You can put a subject line in formal letters so the recipient can know what the letter is about. For example: “Authorisation for Collecting Documents — Subject”.
5. Begin the Body with a Clear Statement
Begin the body of the letter by saying that you authorise the individual to do a specific act or something on your behalf. Specify the action or task you are allowing first.
6. Specify the Details
Talk more about the task. Tell them what they can and can’t do, how far the authority extends, and for how long. This is crucial so that you don’t misunderstand.
7. End by Your Signature
End the letter with a formal closing phrase, such as ‘Sincerely’ or ‘Best regards,’ Sign your name, and print your name below your signature. It confirms that you are granting access.
8. Contact Information
You can optionally add your phone number or email so that although the recipient will not have your home, you can be contacted if they are confused.
Tips for Writing an Authorisation Letter
1. Be Clear and Specific
A vague letter of authorisation can be a pathway for confusion or abuse of your permission. Specify what activities and projects the authorised person can conduct.
2. Use Formal Language
An authorisation letter is a legal document, so always write in a formal manner. Don’t use casual language or slang.
3. Proofread the Letter
When you finish writing the letter, proofread it carefully to ensure you have no errors. A particular writing a letter can result in confusion and even nullification of the authorisation.
4. Consider Notarising the Letter
Sometimes, you may need the authorisation letter notarised to prove it is a legal document. See if you need to do this.
5. Be Mindful of the Time Frame
Clearly state the date the letter is valid and when the authorisation is valid for a period. The letter is valid if an end date is not specified.
6. Include a Witness
If you need one for legal purposes, have a witness or a notary sign the letter to prove it isn’t something you fabricated. This is another layer of legitimacy.
An authorisation letter is a letter that authorises or gives official approval or permission to its recipient for any action.
Examples of Authorisation Letters
Example 1: Authorisation to Collect Documents
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[Your Name]
[Your Address]
[City, State, ZIP Code]
[Phone Number]
[Email Address]
[Date]
[Recipient’s Name]
[Recipient’s Title]
[Recipient’s Address]
[City, State, ZIP Code]
Subject: Authorisation to Collect Documents
Dear [Recipient’s Name],
I, [Your Full Name], authorise [Authorised Person’s Full Name] to collect the following documents on my behalf:
– [List of documents, e.g., passport, academic transcripts, etc.]
[Authorised Person’s Name] will present identification upon collection. This authorisation is valid from [Start Date] to [End Date].
If you have any questions, please contact me at [Your Phone Number].
Sincerely,
[Your Signature]
[Your Printed Name]
CONCLUSION
An authorisation letter is an instrument of empowerment; it helps you delegate tasks, run business transactions or make temporary arrangements. Following the correct authorisation letter template and tips mentioned above, you can be sure yours is clear, concise and legally binding. There are many instances when you authorise someone to perform a task on your behalf, for example, authorising somebody to pick up a package, manage your finances or take up an official representation. Don’t forget to always be specific, formal, and accurate with whatever you write, or you might face legal issues or misunderstandings.
