Table of Contents

• How to Write Authorization Letter
• Importance of a Letter of Authorization
• Authorization Letter: Samples
  • Letter to the Postmaster for collecting Registered Post
  • Authorization Letter to collect TC
  • To collect the fixed deposit certificate
• Check Out Other Letter Formats
• Authorization Letter FAQs

The authorization letter is written on the behalf of someone else to carry out an action that should be technically done by you. Authorization giving permission to someone on your account to perform the required official action. When you write an authorization letter you are basically giving permission to someone else to carry out a task that should have been done by you but you won't be available for doing that due to any certain unavoidable reasons. This article will talk about how to write a letter of authorization and what things you should keep in mind while writing it. 

How to Write Authorization Letter?

The authorization letter is a formal letter written to a government office or an organization. Before knowing how to write an authorization letter, let us know more about what an authorization letter is by looking at this example. 

For example, there is a lady who has an account in a bank and she has to collect some important documents from the bank such as a checkbook and her Fixed deposit documents. But because she is traveling, she won't be able to collect it herself. For this, she tells her husband to collect these documents for her but now she will need to write an authorization letter with her signature and also mention his bank account number and other details for the bank to verify his information. When this information on your authorization letter is verified by the government office or an official organization, your work could be done by the person on whom you have put that responsibility. Let us now see how to go ahead with writing an authorization letter. 

1. Address

The address would be the first thing you will be writing in an authorization letter. The letter would be addressed to the head of the official organization or the head of the department with whom your work is concerned. It is also important to note that it is not always necessary to write the sender's address in the authorization letter as these letters are given in person to the authority and not sent by post. However, if you are sending it by post you should mention your address on the top left-hand side of the letter. The recipient's address would be below the sender's address after the date if you are doing so. If not, you can just start your letter by writing the address of the office with the name of the person concerned with your work before it. 

2. Date

It is always important to add the date to your authorization letter. In the future, if something happens, you can refer to the date mentioned in your authorization letter. Apart from the discrepancies in the date, it is also important for the official organization to note down your data. 

3. Subject

Like any formal letter, the letter of authorization would also include a subject. The subject would be one line or a phrase that would mention the purpose of your letter to the recipient. The subject could contain the information of the documents for which you are writing an authorization letter. 

4. Salutations

As the authorization letter is always sent to an official organization you should always address the recipient in a respectful manner. You could use words like respected sir, Respected Mam, etc. 

5. Main Body

Start with your name and state the purpose of the letter directly. You need not mention your unavailability for the work in detail, just mention that there were some unavoidable circumstances. You also have to add the information about the person to whom you are entrusting the responsibility for your work. 

6. Conclusion

The conclusion need not be a whole paragraph, it can be a single line mentioning that you have added the documents required for the verification of the person you have authorized the work. End the letter of authorization with saying thanks and ‘hoping for their kind cooperation.’ 

Importance of a Letter of Authorization

Let us see how an authorization letter is important.

1. Gives Credibility to You

An authorization letter is important because it is legal and binding. Your verbal authorization might cause you some problems. But with a written authorization letter you will have credibility. It will save you from any problems in the future.

2. Shows Accountability 

A letter of authorization is also very important to track the accountability of the person you have authorized it to. In this case, the authorized is also accountable for your documents or any specific work as they have also agreed and added their signature. For example, if you have given your colleague the responsibility to collect your documents on your behalf, and they lose it, they will be held accountable for it if any major problem arises. 

3. Legally Binding

An Authorization letter is a legally binding document. You are assigning a person a task to do on your behalf and adding your signature to it. The other person is also claiming to take responsibility for your work and making it legal by signing it. So, in case of any legal issues, this document can be shown in court. 

4. No Missing Data

When you write an authorization letter, you miss no detail. The name of the person authorized, documents for verification, and Date are mentioned clearly so it becomes easy for the officials to keep adding this information correctly in their system. 

Authorization Letter: Samples

Although it is not difficult to write an authorization letter, it might be confusing at times as to what information should be included. For this, you will need to look at some samples to know how to exactly write a letter of authorization. 

Authorization Letter Sample 1: Letter to the Postmaster for collecting Registered Post