An authorization letter to claim can be used for many different purposes. Many consumers are unaware that they may need to authorize someone to claim or collect documents, money, or even passports on their behalf. Companies and government agencies will not release private and sensitive information, money, and reports unless they release it to the principal or an agent of the principal with the appropriate supporting documentation. Jobs, travel, disabilities, and not being in the same city are just a few of the situations that occur where they need someone to collect something on their behalf.
In this post, we will discuss what an authorization letter to claim is, how to write one, and provide a few samples that can be used in different situations. Always check with whomever you are dealing with to ensure that you provide all of the information needed for your agent to claim your items.
What Is an Authorization Letter to Claim?
An authorization letter to claim allows another party to collect or claim a specified item on your behalf. It is a legal document when properly filled out and signed. In some situations, the letter may need witnesses to witness your signature and that of the person or agent to who you are transferring the right to pick up your item. Some may require the letter to be notarized before they will accept the authorization letter to claim it as being legitimate.
Some examples of when authorization letters to claim may be used are:
- Medical information
- Claims for money
- Salary checks
- Packages
- Collecting passports
- Etc.
How to Write
Three parties are usually involved:
- A company or individual giving authorization
- A company or individual who will act as your agent
- A company or individual who will review the authorization letter and release the item
Some situations require that the letter be notarized, which brings in a fourth party to the process, the notary. A notary verifies the identification of both parties, witnesses their signatures to the authorization letter to claim documents, places a notary stamp on the letter, and signs the letter. This step adds additional authenticity to the letter confirming it is a legal document.
Collect all of the information you will need and confirm with the person you wish to act as your agent that they are willing to fulfill your needs and they are available to collect the documents you need on whatever day they become available. Once you have all of your information, prepare your letter using a template or one of the samples below.
Each authorization letter consists of the same structure. They are:
- Names and Addresses of the parties
- Date and Salutation
- Transfer of the rights of the original holder
- Identification of the firm or individual the original holder is dealing with
- Identification of the agent and the rights that are being transferred to them
- Closing and signature
- Witness signatures and notarization if required.
The following samples will illustrate in more detail how all of these parts come together in a brief one-page letter that is professional and follows a business format.
Sample Authorization Letter to Claim Documents
[Original holder full name]
[Street address]
[City, State, Zip Code]
[Date]
[Firm or individual name]
[Street address and floor number]
[city, state, and zip code]
To Who It May Concern
I, [Original holder’s full name], hereby authorize [Agent full name] to receive and obtain from [Firm or individual] the following [Documents]. I am unable to attend in person due to prior business travel arrangements.
I hereby authorize [Agent full name] to complete on my behalf all necessary transactions required to collect the [Specify the documents]. [Agents full name] will present their identification card or passport to confirm their identity.
Authorized by: [Original holder full name]
Signature [affix your signature]
[your phone number]
Authorized agent: [Your agent’s full name – print]
Signature: [Your agents signature]
[Your agent’s phone number]
Yours sincerely,
[Original holder full name – printed]
[Original holders signature]
Sample Authorization Letter To Claim Money
[Original holder full name]
[Street address]
[City, State, Zip Code]
[Date]
[Firm or individual name]
[Street address and floor number]
[city, state, and zip code]
To Who It May Concern
I, [Original holder’s full name], hereby authorize [Agent full name] to receive and obtain from [Firm or individual] [$XXXX.XX]. I am unable to attend in person due to prior business travel arrangements.
I hereby authorize [Agent full name] to complete on my behalf all necessary transactions required to collect the [Specify the amount of money]. The funds will be transferred to my agent in [cash, money order, check]. [Agents full name] will present their identification card or passport to confirm their identity.
[Agents full name] will provide or sign a receipt once the funds have been transferred.
Authorized by: [Original holder full name]
Signature [affix your signature]
[your phone number]
Authorized agent: [Your agent’s full name – print]
Signature: [Your agents signature]
[Your agent’s phone number]
Yours sincerely,
[Original holder full name – printed]
[Original holders signature]
Key Points
Authorization letters to claim documents are very useful for many people who are unavailable to collect their documents, money and medical records, etc. Busy jobs, travel, disabilities, or hospitalization are a few examples where an authorization letter is used. An agent designated by the principal can collect the documents on their behalf; however, they must present the authorization letter along with a supporting ID.
The authorization letter can specify a specific set of documents, actions, and dates that the agent is to abide by. For example, the rights given in the authorization letter could be active over one day, a week, or longer or only a specified activity.
Many companies and agencies require that the letter be notarized by a notary to lend further authenticity and avoid fraudulent activity. The notary will charge a fee for this service.
Preparing and executing a formal authorization letter to claim with the specific duties of the agent identified protects all three parties if misunderstandings develop or there are legal consequences to the actions taken by the agent. Retain copies for your records.
Limit the authorization letter to claim to a maximum of one page, keep it straightforward and follow a business format. Leave space for all parties to sign the letter, including the notary, if needed.
