Table of Contents
What is an Authorization Letter?
An authorization letter is a formal document granting one person permission to act on another’s behalf. It can be used in various scenarios, like allowing someone to access bank information, claim documents, or collect a passport. Whether it’s for business, like brand authorization, or personal reasons, like bike authorization, it’s vital to know the correct format. Different formats, such as the authorization letter format in Word, help ensure clarity and legality in diverse situations. Throughout this guide, we’ll delve deeper into samples and writing methods.
Types of Authorization Letter
Authorization letters are versatile documents used for various purposes. Here are some common types:
- Authorization Letter for Passport Collection: Allows someone to collect your passport (passport pickup authorization) on your behalf.
- Authorization Letter for Document Collection: Authorizes another person to collect important documents, certificates, or paperwork, such as an authorization letter to claim documents.
- Bank Authorization Letter: Grants permission to manage banking transactions, access bank accounts (authorization letter to bank), and perform financial tasks.
- Authorization Letter for Vehicle Use: Permits someone to use your vehicle, often required for tasks like car authorization or bike authorization.
- Authorization Letter for Travel: Enables minors or others to travel with consent from parents or legal guardians.
- Authorization Letter for Medical Treatment: Empowers a trusted individual to make medical decisions and provide consent for treatment (medical authorization).
- Authorization Letter for Legal Representation: Allows an attorney or legal representative to act on your behalf in legal matters (power of attorney).
- Authorization Letter for Business Transactions: Grants authority to conduct business on behalf of a company (business authorization) or organization.
- Authorization Letter for Financial Matters: Authorizes someone to manage financial affairs, including paying bills and investments (financial authorization).
- Authorization Letter for Power of Attorney: Grants comprehensive legal authority to act on your behalf (power of attorney).
- Authorization Letter for Minor’s School Activities: Authorizes participation in school activities or decision-making for a minor (school authorization).
- Authorization Letter for Brand Use: Allows the use of your brand name or trademark for specific purposes (brand authorization).
- Authorization Letter for GST (Goods and Services Tax): Delegates authority for GST-related matters, such as filing returns and claiming refunds (GST authorization).
- Authorization Letter for Aadhar Card: Grants permission to complete Aadhar card-related processes on your behalf (Aadhar authorization).
How to Write an Authorization Letter?
Writing an effective authorization letter, be it an authorization letter to claim documents, for bank processes, or passport collection, requires attention to detail. Here’s how you can frame it:
Letterhead and Introduction: Start with your name and address. Address the recipient appropriately; if it’s an authorization letter to bank, mention the bank’s name and address.
Specify the Purpose: Clearly state why you’re writing this. It could be an authorization letter to collect a certificate, process Aadhar exam documents, or even represent on behalf of a company.
Timeframe Indication: Highlight the duration of the authorization, especially crucial for tasks like bank authorization or brand authorization.
Detail the Authorization: If it’s about money, like an authorization letter to claim money, specify the amount. For vehicle-related tasks, such as car or bike authorization, mention the vehicle details.
Maintain Professionalism: Always use a formal tone. Use a standard format, like the authorization letter format in Word, for consistency.
End with a Signature: Your signature legitimizes the letter. Before that, review the content, ensuring you’ve not missed any critical detail.
Contact Details: Include a way to reach you, like a phone number or email, for any queries or clarifications.
Authorization Letter Format and Template
When it comes to drafting an authorization letter, be it for personal tasks like passport collection or professional reasons like brand authorization, the format is crucial for clarity and legality. Here’s a standard format, with potential adaptions depending on the specific type such as an authorization letter to bank or for vehicle purposes:
Letterhead:
Your Full Name
Your Address
City, Zip Code
Date
Recipient Details:
Name/Title of the Recipient (e.g., Bank Manager)
Organization/Company (e.g., ABC Bank)
Address
City, Zip Code
Opening Salutation:
“Dear [Recipient’s Name/Title],”
Body of the Letter:
- Introduction: Briefly introduce yourself and your relationship to the person or entity you’re granting authority to.
- Purpose: Clearly outline why you’re authoring this letter. For example, if it’s an authorization letter to claim documents, specify which documents.
- Details and Limitations: Elaborate on what the authorized person can and cannot do. For instance, an authorization letter to claim money should mention the exact amount.
- Duration: Specify the timeframe, especially important for tasks requiring limited authority like passport pickup authorization.
Closing and Signature:
A simple “Sincerely” or “Regards” followed by a space for your signature, and then your printed name beneath it.
Additional Notes:
For certain specific tasks, such as a letter of authorization for GST or Aadhar exam, you might need to include specific codes, reference numbers, or additional identifiers.
Contact Information:
Your Phone Number
Your Email Address
Formal Authorization Letter Format
(Your Full Name)
(Your Address)
(City, Zip Code)
(Date)
(Name/Title of the Recipient)
(Organization/Company, if applicable)
(Address of the Recipient)
(City, Zip Code of the Recipient)
Dear (Recipient’s Name/Title),
I, (Your Full Name), hereby authorize (Name of the Authorized Person) to (specific action, e.g., “collect my passport”, “access my bank account”, “represent me during the meeting”, etc.) on my behalf.
The above-mentioned individual has the authority to act on my behalf from (Start Date) to (End Date). I grant them permission to conduct the following specific actions: (List the actions or tasks the person is authorized to perform).
Please provide any assistance required to (Name of the Authorized Person) to complete the tasks. Should you require any further information or clarification, please do not hesitate to contact me at (Your Phone Number) or (Your Email Address).
I appreciate your prompt attention to this matter.
Sincerely,
(Your Signature)
(Your Full Name Printed)
Authorization Letter Samples
Authorization Letter Sample 1 – Authorization Letter to Collect Documents
Rohit Sharma
123 Gandhi Lane
New Delhi, 110001
India
April 6, 2023
HDFC Bank
Attn: Branch Manager
456 Nehru Street
New Delhi, 110002
India
Dear Branch Manager,
I, Rohit Sharma, am writing to formally grant permission to Ms. Priya Verma to collect documents on my behalf from your branch. The documents in question pertain to my recent loan application, reference number: LA12345678.
Ms. Priya Verma will present her identification, a copy of this letter, and any other necessary details to ensure smooth collection. I have entrusted her with this responsibility due to unavoidable circumstances preventing me from coming in person.
Please extend all required assistance to Ms. Verma for the said purpose. In case of any questions or clarifications, feel free to contact me at +91-9876543210 or email me at rohit.sharma@email.com.
Thank you for your understanding and cooperation.
Sincerely,
(Rohit Sharma’s signature)
Rohit Sharma
Also Read: Letter to Principal with Format and Samples
Authorization Letter Sample 2 – Authorization Letter to Bank
Rajesh Kumar
123 Patel Street
Bangalore, 560001
10th October 2023
Mr. Arvind Mehta
Branch Manager
State Bank of India
MG Road Branch
Bangalore, 560002
Dear Mr. Mehta,
I, Rajesh Kumar, holding the account number 456789123 in your bank, hereby authorize my brother, Anil Kumar, to access and collect the bank statements related to my account for the months of August and September 2023 on my behalf.
I have taken this decision as I am currently out of town for an urgent matter and am unable to visit the bank in person. Anil will provide his identification proof, along with a copy of my Aadhar card, for verification.
I trust that you will extend your full cooperation to Anil in this regard. Should there be any concerns or if you need more details, you can reach me on my mobile at +91-9876543210 or email me at rajesh.kumar@email.com.
I appreciate your understanding and assistance in this matter.
Sincerely,
(Signature)
Rajesh Kumar
Sample Authorization Letter to Claim Documents
Rajesh Kumar
12 Gandhi Lane
Bengaluru, 560001
10th October 2023
Modern Academy School
Bengaluru, 560011
Dear Administration,
I, Rajesh Kumar, hereby grant permission and authorize my brother, Nitin Kumar, to claim the academic documents of my son, Aarav Kumar, studying in Class 7A at Modern Academy School. Due to my unavailability because of a pressing bank authorization process, I am unable to personally collect these important documents.
For the school’s convenience, Nitin will present an authorization letter format in Word on his smartphone as an additional verification measure. This electronic format should match the school’s record for my earlier communications.
You might also notice that Nitin will be riding my authorized bike, another necessary arrangement made due to my current commitments.
In case of any concerns or if a further letter of authorization sample is required for clarity, please don’t hesitate to reach out to me at rajesh.kumar@email.com or contact me directly at (0987-654321).
Thank you for your assistance and understanding.
Sincerely,
(Signature)
Rajesh Kumar
Letter of Authorization for GST
Rajesh Kumar
12 Nehru Street
Bangalore, 560001
4th October 2023
Vijay Mehta
GST Department Head
GST Registration Office
Bangalore, 560002
Dear Mr. Mehta,
I, Rajesh Kumar, am writing this authorization letter to delegate authority to Priya Verma for all tasks related to my GST. As I am unable to personally handle these responsibilities due to other commitments, I believe entrusting these tasks to Priya, with her expertise in GST-related matters, is a wise decision.
Priya Verma, residing at 15 Gandhi Road, Bangalore, has the written approval to represent me in all GST affairs, be it to process documents, claim refunds, or represent on behalf of my company during GST-related meetings. I’ve chosen Priya to act on my behalf, given her proficiency and understanding of the authorization letter format and its importance in such official dealings.
This permission letter serves as official permission for Priya to access my GST details, submit returns, and carry out any other relevant GST-related tasks from 4th October 2023 to 4th October 2024. Kindly provide her with any necessary documents or forms in Word or PDF formats, as required.
For any queries or to authenticate this authorization, feel free to contact me directly at rajeshk@email.com or on my phone, +91-9876543210.
Thank you for your understanding and prompt attention to this matter.
Sincerely,
(Signature)
Rajesh Kumar
Authorization Letter for Passport Collection
Amit Sharma
45 Mahatma Gandhi Road
Bangalore, 560001
10th October 2023
Regional Passport Office
Koramangala, Bangalore, 560034
Dear Passport Office,
I, Amit Sharma, residing at 45 Mahatma Gandhi Road, Bangalore, 560001, hereby grant permission and authorize my brother, Nitin Sharma, to claim my passport on my behalf. I am unable to personally collect it due to my work commitments.
For your convenience, Nitin Sharma will present this letter as proof of authorization and carry a valid ID for verification purposes.
The details of the passport are as follows:
- Passport Holder’s Name: Amit Sharma
- Passport Number: AB1234567
- Date of Issue: 15th June 2020
- Expiry Date: 14th June 2030
This authorization is valid from 10th October 2023 to 10th November 2023. During this period, Nitin Sharma is authorized to visit the passport office, submit necessary documents, and collect the passport on my behalf.
In case of any concerns or the need for further clarification, please do not hesitate to reach out to me at amit.sharma@email.com or contact me directly at +91-9876543210.
Thank you for your assistance and understanding.
Sincerely,
(Your Signature)
Amit Sharma
Authorization Letter to Claim Money
Rajesh Sharma
45 Gandhi Road
Mumbai, 400001
20th November 2023
ABC Finance Corporation
Mumbai, 400002
Dear Finance Team,
I, Rajesh Sharma, am writing this letter to grant authorization to my trusted friend, Anil Desai, to claim a sum of money on my behalf. Due to unexpected circumstances that require my immediate attention, I am unable to personally collect these funds.
Anil Desai will present this authorization letter on his smartphone, in an electronic format, as an additional verification measure, which should match your records for my previous communications.
I would like to mention that Anil will be using my authorized vehicle for this purpose, a necessary arrangement due to my current commitments.
The amount to be claimed is (Specify the Amount in Words and Numbers) and relates to (Explain the Purpose of the Payment, e.g., “refund of security deposit,” “salary payment,” etc.).
This authorization is valid from 20th November 2023 to 20th December 2023. During this period, Anil Desai is authorized to visit your office, complete any required paperwork, and collect the funds on my behalf.
Should you require any additional information or clarification, please do not hesitate to contact me at rajesh.sharma@email.com or reach me directly at (987) 654-3210.
I appreciate your assistance and understanding in this matter.
Sincerely,
(Signature)
Rajesh Sharma
Authorization Letter to Claim Money
Rajesh Sharma
45 Gandhi Road
Mumbai, 400001
20th November 2023
ABC Finance Corporation
Mumbai, 400002
Dear Finance Team,
I, Rajesh Sharma, am writing this authorization letter to grant permission to my trusted friend, Anil Desai, to claim a sum of money on my behalf. Due to unexpected circumstances that require my immediate attention, I am unable to personally collect these funds.
Anil Desai will present this authorization letter on his smartphone, in an electronic format (authorization letter format in Word), as an additional verification measure, which should match your records for my previous communications.
I would like to mention that Anil will be using my authorized vehicle (vehicle authorization) for this purpose, a necessary arrangement due to my current commitments.
The amount to be claimed is (Specify the Amount in Words and Numbers) and relates to (Explain the Purpose of the Payment, e.g., “refund of security deposit,” “salary payment,” etc.).
This authorization is valid from 20th November 2023 to 20th December 2023. During this period, Anil Desai is authorized to visit your office, complete any required paperwork (authorization letter to process documents), and collect the funds on my behalf.
Should you require any additional information or clarification (verification), please do not hesitate to contact me at rajesh.sharma@email.com or reach me directly at (987) 654-3210.
I appreciate your assistance and understanding in this matter.
Sincerely,
(Signature)
Rajesh Sharma
Authorization Letter for Bike
Rajesh Verma
67 Nehru Street
Delhi, 110001
5th December 2023
XYZ Bike Rental
Delhi, 110002
Dear Bike Rental Team,
I, Rajesh Verma, am writing this authorization letter to grant permission to my friend, Priya Singh, to use my rented bike (bike authorization) on my behalf. Due to an unexpected commitment that requires my immediate attention, I am unable to personally use the bike during the specified period.
Priya Singh will present this authorization letter in an electronic format (authorization letter format in Word), which should be sufficient to verify her authorization with your records.
The bike details are as follows:
- Bike Model: [Specify Bike Model]
- Bike Rental Agreement Number: [Specify Agreement Number]
This authorization is valid from 5th December 2023 to 5th January 2024. During this period, Priya Singh is authorized to ride the bike and return it to your rental agency when necessary.
Please provide Priya with any assistance or information required during her use of the bike. In case of any queries or concerns (verification), feel free to contact me at rajesh.verma@email.com or reach me directly at (987) 654-3210.
I appreciate your understanding and cooperation in this matter.
Sincerely,
(Signature)
Rajesh Verma
Common Mistakes to Avoid When Writing an Authorization Letter
- Lack of Clarity: Ensure the purpose is clear and specific in the authorization letter.
- Incomplete Information: Include all essential details, such as dates, names, and tasks.
- Expired Authorization: Specify start and end dates to avoid issues.
- Unclear Language: Use simple and concise language for better understanding.
- Unauthorized Actions: List only authorized actions to prevent misuse.
- Missing Signature: Always sign the letter to make it official (signature).
- Incorrect Format: Use the correct format for the situation (authorization letter format).
- Failure to Verify Identity: Verify the identity of the authorized person to prevent unauthorized access.
- Overly Broad Authorization: Clearly define the scope of authority (authorization scope).
- Not Keeping a Copy: Retain a copy for your records (record keeping).
Frequently Asked Question on Authorization Letter
How do you write an authorization letter?
To write an authorization letter, start with your details, specify the purpose, duration, and actions authorized, and sign it. Be clear and concise.
What is a letter of authorization?
A letter of authorization is a document that grants someone else the legal right to act on your behalf for specific tasks or actions.
How do I authorize someone on my behalf?
You can authorize someone on your behalf by writing an authorization letter, clearly stating what they can do and for how long.
What is the legal purpose of an authorization letter?
An authorization letter legally empowers someone to perform actions or make decisions on your behalf, ensuring clarity and consent.
How do I write an Authorization letter to collect my passport on my behalf?
Write a letter stating your details, the authorized person's details, purpose (passport collection), duration, and sign it. Provide copies of necessary documents.
What is LOA in background verification?
LOA stands for Letter of Authorization, a document used in background verification processes to grant consent for inquiries or checks.
What is the format of authorization letter in India?
The format of an authorization letter in India includes your details, recipient details, purpose, duration, and a signature. Templates are available for specific needs.
How do I write an online authorization letter?
To write an online authorization letter, use a word processing software, follow the format, fill in details, and save or email it as a PDF or Word document.
How do you write a letter on behalf of someone?
To write a letter on behalf of someone, clearly state your authority, specify the purpose and details, and sign it as their authorized representative.
