Authorization Letter Format: Download Samples, Writing Tips

Letter of Authorization Format Samples: Authorisation letter format comes under formal letter writing. A letter of authorization is written by someone responsible for collecting or submitting any document. However, it is passing on the responsibility to someone else, as the former cannot do so.

For example, students/parents write an authorization letter when they want someone else to collect something from the school on their behalf. Therefore, a detailed account of the authorization letter is required to be submitted.

Table of Contents

• What is an Authorization Letter?
• Authorization Letter Samples - Word File Download Link
• Authorization Letter Format
• How to Write an Authorization Letter?
• Key Elements of an Authorization Letter
• Tips to Write Authorization Letter: Points to Avoid Mistakes

What is an Authorization Letter?

A letter of authorization is given to the recipient as proof that they are liable to act on someone else's behalf. They have to write an authorization letter stating the complete reason and validity of the letter. Elements such as name, date, address, salutation, and the basic information of the person passing the authorization to are important while writing an Authorization letter.

There are always three parties involved in the authorization process. The first is the person who has the right initially, the second is the party with whom the first party has a deal, and a third party is selected to act as a proxy.

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Authorization Letter Samples: Word File Download Link

The authorization letter has to be addressed to the second party and written by the first party. The letter should precisely explain the rights granted to the third party.

The samples are provided in the table below to make it easy to comprehend how to write an authorization letter.

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Authorization Letter Format

The format of the authorization letter should have the name of the person to whom it is written, the date, details of the person who has been authorized, the reason for their unavailability, duration of the authorized letter and the same thing has to be done by another person.

Below are some examples of authorization letter formats to know how to write an authorization letter:

1. Authorization Letter to Collect Documents
2. Authorization Letter to Collect Registered Post
3. Authorization Letter for Bank
4. Authorization Letter for School
5. Authorization to Collect Transfer Certificate
6. Authorization Letter for Collecting FD Certificates
7. Authorization Letter for GST

1. Authorization Letter to Collect Documents

Here is a sample of the letter of authorization to understand the format and how to write the content correctly:

20/08/2023

Mr. Ranjan Dixit

Manager

(Company Name)

(Address)

Subject: Letter of authorization to collect the Documents

Dear Mrs. Mehta,

I would at this moment like to authorize the bearer of this letter, Dr. Dcruze, to collect the documents from the office, since I will not be able to come and collect as I am unwell.

I will be responsible with the documents and make sure to keep them safe for future references.

I thank you for the support and kind cooperation.

Phone number – 9876543210

Email id – name@gmail.com

Sincerely yours,

(Signature)

Dipti Mehra

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2. Authorization Letter to Collect Registered Post

Below is a sample authorization letter to collect registered post:

The Postmaster

Zonal Post Office

Shah Zafar Marg

Delhi - 1100085

04/07/2023

Subject: Letter of authorization to collect the registered post

Dear Sir,

I am Naman, and I am writing this letter to authorize my mother, Rani, to collect the registered post on my behalf as I am unwell and will not be able to collect it in person.

Kindly reach out to me in case of any queries.

Thank you very much for understanding.

Phone number – 9876543210

Email id – name@gmail.com

Yours sincerely,

Signature

Naman Raj

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3. Authorization Letter for Bank

The authorization letter sample and format below is provided for writing authorization letter for Bank:

The Bank Manager

HDFC Bank

Connaught Circle

Connaught Place – 110001

20/08/2023

Subject: Letter of authorization to access my bank account

Dear Sir,

I am Veena Singh, and I authorize my sister, Nimisha to access my savings account with the account number (mention your account  number) from the 25th of August, 2023 to the 29th of November, 2023 as I will be in my hometown due to a family member's health conditions.

For reference, I am attaching the documents for verification. In case of any doubts or anything, kindly feel free to reach out to me.

I thank you for understanding and your kind cooperation.

Phone number – 9876543210

Email id – name@gmail.com

Yours sincerely,

Signature

Veena Singh

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4. Authorization Letter for School

This letter of authorization allows the second party to collect the first party's children's report cards on the first party's behalf. Report card collection letter for authorization format and sample is:

22/08/2023

Mr. Narayan Kumar

Class Advisor

Sachdeva Public School,

Rohini - 110085

Subject: Letter of authorization to collect the Report Card 

Dear Mr. Narayan Kumar,

I would like to authorize the bearer of this letter, my brother, Mr. Ayush to get the report card of my child, Utkersh Sharma, as I won't be able to attend due to my job.

I will keep a check on my child's performance as soon as I reach home. I promise always to prioritize my child's progress. If ever there is an issue, kindly reach out to me. I thank your for your cooperation and understanding.

Phone number – 9876543210

Email id – name@gmail.com

Sincerely yours,

Signature

Krishna Sharma

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5. Authorization Letter to Collect Transfer Certificate

When the first party allows the second party has to act on the first party's behalf. The TC authorization letter is as follows:

Name of the Authority

Name of the College

Address of the College

Date

Subject - Authorization to collect Transfer Certificate

Respected Ma’am/Sir,

I am (your name), an ex-student of (college name). I want my transfer certificate, but I am unable to come in person to collect it due to my full-time job.

I am writing this letter to you to authorize my friend (friend’s name) to collect my transfer certificate on my behalf.

I am attaching documents for you to verify the authorized person’s information. 

Mentioned below are the details of the authorized person.

Name -

Signature - ___________

Contact Details.

Kindly reach out to me in case of any emergency. My contact details are as follows. 

Phone no. 

Email id 

Yours Faithfully,

Your Name. 

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6. Authorization Letter for collecting FD Certificates

This letter is written to the banks by the first party if they are unable to collect their FD certificate. The first party authorises a second party and attaches their details. Here is the authorization letter sample for FD certificates collection. 

The Bank Manager,

Name of the Bank,

Location, 

PIN

Date: 

Subject - Letter of Authorization for collecting FD Certificates

Hello Madam/Sir,

I am (your name) and I have a FD account in your bank. My account number is (your account number). Due to some personal reasons, I am unable to collect my FD certificates.

Therefore, I am authorizing (relation) (name of the person) to collect my FD certificates on my behalf.

I am attaching the required documents of (the person who is collecting the FD) for your reference. 

I am hoping for your kind cooperation.

Your Contact information

Your Phone No.

Your Mail id 

Yours Faithfully,

Your Name.

7. Authorization Letter for GST

The GST authorization letter sample is as follows. This is written to enlist a company and its shareholders under GST process. 

To 

The Firm/Company’s Letterhead

Address

Date: 

Subject: Letter of Authorization for GST

I/We …………(your name / your partners name) of M/s………………(your company’s name) hereby solemnly affirm and declare that Mr…………………………(name of the person being made authorized signatory) to act as an authorized signatory for the company for the purpose of registration under Goods and Services Tax (GST) Act, 2017 and filing of GST Returns, other Forms, Applications and correspondence with GST authorities.

Name of the partner

Designation of the partner

Place:

Date : 

Acceptance to act as an authorized signatory.

I hereby declare my acceptance of the position of Authorized signatory for the above-mentioned responsibilities related to GST for M/s……..(Firm/Company).  

Signature of Authorized Signatory

Designation of Authorized Signatory 

Place: 

Date: 

How to Write an Authorization Letter?

A letter of authorization becomes useful when the writer cannot represent themself and has asked for a relative, neighbour, associate or colleague to avail the required document. The authorisation letter format needs to be formal, with mentioning the agenda clearly along with the details of the authorized person.

The letter of authorization format and sample is provided below:

Key Elements of an Authorization Letter

Below are some of the key elements of an Authorization letter that are important to be mentioned in the letter.

• Your name and contact information
• Recipent's address
• Details of the Authorized Person
• Agenda of the authorization and reson
• Dates of the authorization
• Salutation
• Your signature

Also Read: Formal Letter Format

Tips to Write Authorization Letter: Points to Avoid Mistakes

There are various situations in which an authorization letter is required. But it is crucial to avoid any mistakes while writing the letter. Below are some points to be considered while writing the letter to avoid any mistakes.

• Make sure that the details of the authorized person are mentioned clearly.
• Being clear about the agenda, such as why the task is being authorized to another person or what is the need for authorization.
• Ensure to write the letter to the right recipient with the correct address.
• Using a simple formal language without any complex vocabulary.
• Make sure to sign the authorization letter by providing the correct details of the person who is authorizing it.
• Taking full responsibility for the task that will be assigned to the authorized person and making sure to mention that in the letter clearly.

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