A letter of authorization gives a third party permission to act on your behalf, especially when you are not traceable or cannot intervene in person. For example, you may need someone to help you handle financial, legal, or health matters. A properly written authorization letter will allow you to do this.
Steps
Part 1 of 4: Prepare to Write an Authorization Letter
Step 1. You must first know the purpose of an authorization letter
This document gives another person the right to act on your behalf for specific matters. It is mainly used for those circumstances in which the author is unable to represent himself. Here are some examples of situations that might require an authorization letter:
- A parent or guardian can authorize your child's kindergarten or babysitter to make necessary medical decisions in an emergency.
- It is advisable to write a letter of authorization for a minor traveling with an adult other than a parent or guardian. The document will protect the child from situations such as child trafficking and custody issues.
- If you have an account with a bank that you can no longer easily access, a letter of authorization may be required to allow someone else to handle any problems that may arise with the account or financial institution.
- A letter of authorization can allow the release of personal documents such as medical records.
- You may also need it to authorize a third party to take your place in the management of financial transactions of a changing nature. Not all financial arrangements will wait for you - if you are unavailable within a certain period, you can write an authorization letter and temporarily empower a trusted colleague to make decision.
Step 2. Identify the different parties involved in an authorization letter
This document implies the participation of three parties. The first is the original rights holder, such as the parent of a child or the holder of a bank account. The second is the group or entity with which the first party conducts a transaction, such as a financial institution or hospital. The third is the person chosen to act as an intermediary in the absence of the first party. The letter should be addressed to the second part.
- The letter will explain the rights conferred on the intermediary, who will take your place.
- If the second part is unknown (especially in cases where authority is conferred for possible emergency situations), the letter should simply be addressed "To Whom".
Step 3. Type the authorization letter on the computer instead of writing it by hand
A handwritten letter can be difficult to read and does not have the professional look of a written on a computer. It is an important document that authorizes someone to take your place for legal or financial matters. You need to draft it in such a way that it can be scrutinized by the authorities. If a person close to you wants to refute the keeper's authority, the document can be used as evidence in court.
Part 2 of 4: Writing the Letter Header
Step 1. Write your name and address on the top left
Observe the standard format for a business letter. Write the name on the first line, the address on the second, the city, the province and the postal code on the third. All lines (including subsequent ones) should be single-spaced.
Step 2. Write the date
After writing your name and address, skip a line and write the current date on the next. Please indicate it in full (for example, February 2, 2015). Don't abbreviate it.
Step 3. Enter the recipient's name and address
Leave a blank line between the date and recipient information. Write them in the same format used for your data.
- Remember that the recipient is not the same as the person authorized to take your place. You will give the authority to a third party (an intermediary) to act on your behalf, but the letter must be addressed to the second party (the one you and your intermediary will be dealing with).
- If you don't know the second part, you don't have to enter any information. For example, if you authorize your child's teacher to make medical decisions if you cannot be found, you will hardly know which hospital your intermediary will go to.
Part 3 of 4: Writing the Body of the Letter
Step 1. Write the salutation
Use an appropriate title, such as "Doctor", "Miss", "Lady" or "Sir". Do not use the first name. Address the recipient by writing "Dear" or "Dear".
- Use the recipient's full name and title.
- If you do not know the name of the person with whom your intermediary will be dealing, write "To whom of competence".
Step 2. The authorization letter should be short and concise
Longer letters contain information that can give rise to different interpretations. Short letters that specifically describe the issue, without prolixity, generally cause fewer conflicting interpretations.
Step 3. Specify the tasks the representative is authorized to do on your behalf
Make sure the authorization letter is concise and accurate. You must provide specific details about the authorization you grant. For example, your representative can authorize a medical procedure, sign legal documents in your absence, or withdraw funds from your bank. Here's how you might start writing the letter:
- "The undersigned (your full name) authorizes (full name of the intermediary) to deliver to (name of the organization that will receive the documents) the following medical information extracted from your medical record: (list of information)".
- Give very specific details for authorization purposes. If the letter is for medical information, enter your health card number. If you need assistance with a legal matter, please indicate the case number. For financial situations, include pertinent information regarding the account.
Step 4. Specify the dates of the authorization to specify when it will be in effect
Write the start and end date. Example: "The intermediary is authorized to make medical decisions for the child of the undersigned while he is staying at (address) from 1 September 2015 to 15 September 2015".
In some cases, for example when the authorization refers to an emergency, you will not have precise dates. However, specify a certain time interval. Example: "In case of emergency, the intermediary is authorized to take the place of the undersigned for 30 days"
Step 5. Specify the reason for the authorization
Explain why you need a representative to take your place. For example, you can say that he is authorized to intervene because you are sick, out of town, or untraceable for certain intervals of time.
Step 6. Indicate the authorization restrictions
You also need to specify the issues for which you do not grant permission. For example, you could explain that the broker does not have permission to use your medical record for reasons other than those specified on the letter or that they cannot make certain financial decisions for you without prior written consent.
Step 7. Conclude the letter
Use a closing formula such as "Sincerely". Leave four blank lines, where you will sign by hand, then write your full name on the computer.
Part 4 of 4: Concluding the Letter
Step 1. Choose the right format
An authorization letter is a formal document and certain rules must be respected to write it. Classic business letters involve the use of a block format. The body should be single-spaced and there should be no indentations between paragraphs. Instead, leave a blank line between the salutation and the first paragraph, but also between the middle paragraphs.
Step 2. Look for a public witness or notary
The witness will be present when signing the authorization letter. This ensures that the signing was not done under duress and that in fact you are granting the authorization. In some cases it is good that it is endorsed by a notary, a professional who has the license to authenticate legal documents.
This person should be external, so he shouldn't coincide with any of the three interested parties
Step 3. Sign the letter
Print it out and sign it with a blue or black pen. You can write the date next to the signature. If so, it should be the date you sign the document.
Ask the witness to sign the letter and write the date, or ask the public notary to authenticate it
Step 4. Give the original copy to the broker
In most cases it must be kept by the intermediary, so that it has the right documentation to demonstrate the authorization given to it. For example, if you go abroad with your child, you may need to present it at passport control.
Step 5. Keep a copy of the letter
Be sure to file it: if there is any problem with the authorization given to the broker, you will need it.
