An Authorization Letter gives another person the hold and right to act on your behalf for matters you want them to look into. A letter of authorization comes in circumstances where the letter writer is unable to represent themselves.
It is a written letter that confirms a person’s authority, rank or ability to perform a legal binding contract, spend a specified sum, take a specific action or delegate their powers. You will be able to act on behalf of a third party, especially when you are unable to act yourself.
Authorization Letter Format
In such cases, you do require someone for your assistance with legal issues, financial matters or health directives. If a letter of authorization is written properly, you will surely accomplish this. However, if you really want to avoid the mistakes, then you should read the ‘how to write a letter of authorization section below carefully, or simply download an authorization letter sample to avoid mistakes.
Parents or guardians may need a letter of authorization for childcare workers for the basic medical emergency decisions for their children’s care.
Guardians may need it to permit airlines to look after their children on a flight.
How Many Parties are Involved in an Authorization Letter?
There are three parties involved in an authorization letter including the first, second and third parties. These three parties are the individual or entities that are directly involved in the transaction. Here are the details of all the three parties involved.
The three parties involved in the transaction process are also mentioned in the letter of authorization with their names and addresses. In case the second party is not known in a transaction, then you need to file an emergency action letter of authorization, addressing it To Whom It May Concern. The letter spells out some specific tasks being designated to the third party.
What are the Types of Letter of Authorization?
As we mentioned above, the letter of authorization actually grants permission to another party to act on someone else’s behalf. Given that an authorization letter is used for various reasons, you can write it for whatever reason you want. However, if you want to avoid errors and mistakes, then we suggest you download authorization letter samples or templates that are available on our website.
Sample Authorization Letter With Example
Here are a few types of letters of authorization that are commonly used.
Travel Letter of Authorization
Medical letter of authorization
Third-Party Letter of Authorization
How To Write a Letter of Authorization?
Now that you know a lot about the authorization letter, let’s see how it is written.
Step # 1: Write Your Name and Address on Top Left Side
To begin writing an authorization, you should follow the basic format of the other letter. The first line of the letter of authorization should be written on the top left-hand side of the page. You should write your name on the first line. In the second line, you should write about your street information (always ensure to write it correctly). In the last line, you need to write the name of your city, state and ZIP code.
Step # 2: Mention the Date
After writing about your name, address, street information, state, city and ZIP code, you need to skip one line and write the current date on the next line. Always write the full date, such as August 20, 2015. You should not write the date in a shortened form.
Step # 3: Include the Recipient’s Name and Address
After writing the date, you have to leave one line space and write the recipient’s name and address. Just like the way you wrote all your information, you have to include all the information of the recipient in the same way. However, you should keep in mind that you are granting authority to them to act as a proxy.
Step # 4: Write the Salutation
After completing the letterhead, now comes the time to write the body of the authorization letter. You should write the salutation using appropriate titles such as Mr., Mrs., Ms., and Dr. You should not use their first names. Always remember to use the full name of the person to whom the letter is addressed.
Step # 5: Specify Duties, Reason, and Dates
This is the step where you have to specify the duties and specific details about the authorization you are granting to the other party. This part needs to be precise, concrete and short. The brief letters reduce the level of conflicting interpretations.
Step # 6: Finalize the Letter
In the end, you should finish up the letter of authorization with a closure that is sincerely, thankfully and so on. After that, you should leave four lines for a handwritten signature and then write your full name underneath your signatures.