Do you need someone to collect private or important documents from a 3rd party on your behalf? Perhaps you need the bank to release funds to another person. You may need to prepare an authorization letter to get documents on your behalf. Authorization letters are used in a variety of formats in many industries to arrange for the release of private documents to 3rd parties.
This post reviews what is required for an authorization letter and how to write them. We also provide several samples for your consideration.
What Is an Authorization Letter to Get Documents?
An authorization letter to get documents on your behalf is an official business letter prepared to delegate authority to an agent of yours to collect specified documents on your behalf. Properly prepared and executed, it is proof of consent that you are allowing the designated person to collect these documents for you. The letter is considered a legal document and authorizes the 3rd party to release the documents to the agent without fear of future legal complications for doing so.
The authorization letter to obtain documents is a formal letter and should follow standard business and legal guidelines. The following guidelines should be considered:
- This is a formal letter and should be focused on the message
- The letter should be brief, short, and to the point
- Identify the person you wish to collect the documents or perform duties on your behalf.
- Indicate your relationship with your agent
- Provide a reason for providing the authorization
- State the date and finish date for the authorization
- State the scope of the authorization
Why Authorization letters to get documents are required?
While many consumers and business people feel that authorization letters are not needed in today’s electronic media environment, they are still important legal documents that support actions that could be challenged in court at a later date.
Some of the reasons these letters are needed include:
- Release of private, sensitive, personal, confidential, or secure information.
- Authorization letters specify what is to be released, when it is to be released, and to who it should be released. The principle retains some control over the information and limits the authority of the agent.
- The authorization letter is used to support and protect your intentions regarding the documents to be released. It is evidence that provides clarity if there are disputes or misunderstandings in the future.
- A well-written authorization letter provides organization and control related to the release of the documents. All parties are identified, the date of the release is included, and the specified documents are also identified.
How to Write
Preparing an effective authorization letter to obtain documents should follow the guidelines mentioned in the previous section and contain all of the pertinent details associated with the specific request.
The authorization letter should include the details about the person you are transferring authorization to, the details about the documents you are asking them to collect on your behalf, the duration the letter will be considered effective, or the start and end dates of the letter.
Include mention of any attachments that should be included in the authorization letter. For example, mention attachments, appendices, photos, and other documents that should be included with the main document to be collected.
Include all contact information for yourself and your agent. The recipient of the letter will retain a copy for their records. They may also follow up with the originator of the letter if any clarifying questions need to be addressed.
Keep the letter concise, no more than one page in length. Include only the necessary details for the transaction to be completed.
The authorization letter must be original and signed by the person granting the authorization and the agent. The agent should be prepared to offer identification such as a passport or driver’s license. All contact information on the letter identifying the agent should be the same as shown on the supporting identification.
Sample Authorization Letter to Get Documents
[Your name]
[full address – street, city, state, zip code]
Contact Details – [phone number], [Email address]
[Date]
To: To whom it may concern
[Company or government name]
[Department Name]
[full address – street, city, state, zip code]
Subject: Authorization to collect [Document Name]
Dear Sir/Madam
I, [Your name], require the following documents [List documents] for business purposes. I am unable to collect the documents in person due to [State Reason(s)].
I authorize [Agents name], who is [State relation to yourself – brother, sister, parent, business associate, etc.], to collect copies of the [List Documents] currently held in your office.
[Agent] is prepared to sign any record of collection your office may require. My [Agent] will collect the documents on [Date] at your office unless otherwise indicated.
Yours sincerely
[Your signature]
[Printed name]
Sample Authorization Letter to Collect Documents on Company’s Behalf
[Your name]
[Company Name]
[full address – street, city, state, zip code]
Contact Details – [phone number], [Email address]
[Date]
To: To whom it may concern
[Company or government name]
[Department Name]
[full address – street, city, state, zip code]
Subject: Authorization to collect [Document Name]
Dear Sir/Madam
I, [Your name], require the following documents on behalf of [Your Company] [List documents] for business purposes. I am personally unable to collect the documents due to [State Reason(s)].
I authorize [Agents name- include employee number if appropriate], who is [State relation to yourself –business associate, etc.], to collect copies of the [List Documents] currently held in your office.
[Agent] is prepared to sign any record of collection your office may require and provide his/her company ID for identification purposes. My [Agent] will collect the documents on [Date] at your office unless otherwise indicated.
Yours sincerely
[Your signature]
[Title or position]
[Printed name]
Sample Authorization Letter to Collect Documents from Embassy
Embassies may have specific requirements that must be met before they will agree to release documents to your agent. Multiple copies of identification, notarization of the letter, specific days their embassy office is open, etc. Readers should check with the embassy before preparing their letter to ensure that all required details and processes are followed.
[Your name]
[full address – street, city, state, zip code]
Contact Details – [phone number], [Email address]
[Date]
To: [Name of the embassy]
[Department within the embassy]
[full address – street, city, state, zip code]
Subject: Authorization to collect [Document Name]
Dear Sir/Madam
I, [Your name], require the following documents [List documents] for [Provide Reasons documents are required]. I am unable to collect the documents in person due to [State Reason(s)].
I authorize [Agents name], who is [State relation to yourself – brother, sister, parent, business associate, etc.], to collect copies of the [List Documents] currently held in your embassy office.
[Agent] is prepared to sign any record of collection your office may require. My [Agent] will collect the documents on [Date] at your embassy office unless otherwise indicated.
Yours sincerely
[Your signature]
[Printed name]
Key Points
An authorization letter to get documents is a professional approach to arranging for documents and private information to be released to your agent when you cannot collect the documents yourself. There are advantages to using this approach. For example, if there is any misunderstanding or dispute about the collection, what was collected, or how they were handled, the authorization letter is the legal document that will help to clarify any misunderstanding.
The authorization letter should be brief, follow a business format, and be professional in appearance and content. Get to the point and avoid cluttering the letter with details not pertinent to the release of your documents to your agent.
Your agent should be prepared to provide identification that agrees with the letter to satisfy the office holding your documents to prove they are the person designated on the letter.
Your letter should specify what documents are to be collected, any appendices or supporting documents, and when they will be collected.
Government agencies, including embassies, may have specific requirements regarding what information is contained in letters of authorization. They may require your letter to be notarized by a notary. Check with the office before preparing and signing your letter to ensure it is complete and signed properly.
