Authorization Letter

An authorization letter is an instrument through which you authorize another person to do something for you that would otherwise require your physical presence. These letters are especially issued in case of serious matters that might turn out to be legally sensitive. The execution of documents, picking up your children from school, or other such important matters require your authorization to be precise and clear. Organizations or other entities that require authorization letters regularly may have their own pre-designed format, however, there may be other situations, which may require you to prepare one yourself.

An authorization letter authorizes the person named in the letter to take important decisions on your behalf; therefore, you should always take writing these letters seriously. The letter should be worded professionally, and prepared in a thoroughly professional style, to ensure that anyone reading it understands that the purpose of the letter is strictly for business. Your approval or grant of permission should be a precise authorization letter which does not leave the other person guessing about what you expect them to do, and how things stand in relation thereof. Authorization letters are used for delegating responsibility, and granting approval or permission. They can be written to authorize someone to act on your behalf whether as a legal representative or otherwise, or may be to authorize medical treatment or any other such eventuality. They are also issued in case of granting permission for some work, like a project, or to delegate the responsibility to someone to get it done.

The letter would clearly state that a particular person is authorized to conduct a certain business, perform certain tasks, or take certain decisions on the writer's behalf. It should also contain the contact information of the writer, so that in case of unforeseen circumstances, the writer can be contacted.

In an authorization letter it is preferable to use a ‘Full Block’ format, which provides clarity and also lends a legal and professional look to the letter. The sender/writer's return address should be placed in the left margin of the letter header. The date should be placed after a two-line spacing, and just below the return address. The address of the receiver of the letter should be placed after a further two-line spacing. The subject or reference line should be given after a space of three lines. The actual letter should be begun after another two lines of spacing.

Word everything very clearly to make the intentions of your letter absolutely clear, and to avoid any misunderstanding, according it a tone that is professional and straightforward. All paragraphs should begin at the left margin. When you close, give a five-line spacing, and then type your closing signature in the left margin. Complete the letter by putting your signature in the space above your typed name at the end of the letter.

It is important to use good quality paper for printing authorization letters; hence, decide on what paper you would prefer to use before you print your letter. Generally, good quality bond paper works fine. Another point to remember would be to use an envelope that matches the paper of your letter, and also to use the same printer for printing the letter and the envelope.

With the advent of the Internet and the tremendous advantages it offers, there has been an increasing trend to send all types of communications, including authorization letters, through e-mail. Some important points to remember when you send an authorization letter through e-mail would firstly be to send it in the same format as you would in a normal post or snail mail. This would convey to the reader that it is a serious correspondence that has been carefully created for an important purpose. When the letter is for a professional purpose, use a professional e-mail account. If your letter is intended to give an authorization in an individual capacity, use your personal e-mail account.

Some common situations in which authorization letters are issued are given hereunder:

To authorize hotel charges for corporate guests with instructions to forward bills to the accounting department of the company. It should state that the charges have been pre-approved, and the limit of the charges should be stated. It should also thank the hotel for providing good service and making the guest’s stay comfortable.
To authorize a person to discuss some matter with a third party, using information contained in your personal file.
To authorize someone to pick up your passport.
To authorize someone to sell something for you.
To authorize someone to handle something for you, like transferring or picking up some item, and to sign on your behalf.
To authorize someone to request and get something released for you.