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An authorization letter is a type of letter written by one party to grant permission to another party to perform a certain action. A permission slip for a school field trip is a great example of an authorization letter. You can also use pre-established templates. They are uniform and have already been reviewed so they contain all the important information.
Authorization letter has the following purposes;
- Businesses use it to carry out different business activities. It’s a fact that everyone isn’t available all the time. The successful businessman has to travel quite frequently for the purpose of business.
- In the form an authorization letter, children need permission from their parents when they want to go on a school field trip.
- At the bank, when there is need to sign important documents but if at this time you are absent then you would require a representative on your behalf to sign the important matters. Hence, there comes an authorization letter for dealing with important property matters.
- In some cases, a university student might have moved abroad and require some important documents from a specific place then with the help of this letter, he/she can assign this task to another person.
- An authorization letter helps a person in collecting medical records on behalf of someone.
Let us discuss below on how to properly write an authorization letter;
Header:
On the top left side of the letter, write your name and then followed by your address. Write the date after leaving one line. For the date, dd/mm/yy format should be followed. It shouldn’t be abbreviated.
Again, leave one line and place the recipient’s address. There must be a blank line between the date and the recipient’s address.
Salutation:
After the header, there comes a salutation. Use proper salutations like Sir., Mr., Mrs., Ms., and if you know the recipient by name, also mention it. You can use the generic “To Whom It May Concern” in case you don’t know the recipient’s name.
Body:
The body of the letter should be short and direct to the point. You have to avoid stuffing the letter by including lots of information because this can lead to misinterpretation by the receiver. In the first paragraph, provide details of the person being authorized to act on your behalf. State their full name, address, and contact number. To prevent anyone who may want to impersonate them, mention their identification number or attach identity proof.
Next, write what you are authorizing them to do after indicating whom you are granting permission to. You should be as direct and precise as possible during explaining in detail what you are authorizing them to do. Also, mention the beginning and ending date of the authorization in the letter.
After that, provide the reason that why you are authorizing them to act on your behalf. It is important to justify why it is important to have them represent you.
Closing:
In the closing of the letter, thanks the recipient for their time and consideration. Use the words like “sincerely,” “Yours faithfully,” “Yours Sincerely,” etc for formal closing. To avoid cases of forgery, affix your handwritten signature not digital.
There are basically three parties involved in the authorization letter;
- First party: The first party indicates in the letter is the rightful owner.
- Second party: The second party is the institution or organization like bank.
- Third party: The third party is the person who is acting as the proxy.
Conclusion:
In conclusion, an authorization letter is written to carry out specific action on behalf of another. The letter contains the name of the individual who is being authorized and the reason behind the authorization. Keep the authorization letter simple and clear so that it may not have any confusion.
