Writing an Authorization Letter for Checkbook Pickup (Samples)

An authorization letter to collect a checkbook indicates that you have permitted someone else to collect a checkbook on your behalf. The authorized individual should have the letter for checkbook collection whenever they collect the checkbook. Notably, the letter can only be used once to collect a checkbook on behalf of someone with no extra permissions. The person collecting the checkbook is responsible for all the actions required to complete the task. A straightforward guide has been given in this article for an account holder to write an authorization letter for checkbook collection on their behalf.  

An authorization letter to collect a checkbook allows another person to collect it on the account owner’s behalf if they cannot represent themselves. In most cases, the authorization letter is sent to the bank or financial institution where the checkbook is collected.

Parties involved in Authorization Letter

An authorization letter to collect a checkbook has the following individuals or parties involved:

Owner of an account

The account owner is the one who writes an authorization letter to collect a checkbook from the bank. The account owner must include their full name and address. Additionally, in the letter, the account owner must state the type of account with the bank.

Bank manager or the relevant official in the bank

The bank manager represents the account owner’s financial institution regarding checkbook collection. The bank manager’s main aim is to ensure that the authorized individual presents all the required documents to complete the process successfully. Additionally, the bank manager will verify the authorization letter and prove its authenticity. Finally, the bank manager must ensure that the checkbook is handed to the right person.

Authorized individual

This is an individual authorized to collect the checkbook on behalf of the account owner. The authorized individual should have a document to prove their identity and address. Additionally, the authorized individual should diligently follow the required procedures for checkbook collection to avoid any unnecessary delays or cancellations. Also, the authorized individual should ensure that the checkbook has reached the owner safely and on time.

An authorization to collect the checkbook is an important official document. Therefore, it should be written appropriately and with great care. Moreover, this letter should be short and precise.

Below are some of the details you should include in the letter:

Header

The header in the letter is the first part and should contain the following information:   

Sender’s name, address, and contact details

The authorization letter to collect the checkbook should contain the full name of the account owner (the sender). Additionally, the sender should provide their current address and contact details. The bank will use the contact details to send a notification or communicate with the sender.

For example,

[Sender’s name]
[Sender’s address]
[Sender’s contact details]

Date

It is essential to indicate the exact date the letter was sent to the bank. Therefore, include the date after the sender’s name, address, and contact details. The date should be written in full and not shortened. The date shows when the letter was sent to the bank.

Recipient’s name, address, and contact details

The letter should have all the details of the recipient, and the bank. The account holder should also include the bank’s name, physical address, and contact details. This will indicate to whom the letter is addressed.

For example:

[Recipient’s name]
[Address]
[Contact details]

Subject of the letter

An authorization letter to collect a checkbook should have a subject that indicates what the letter will address. The subject should be short, detailed, and directly to the point. The letter’s subject line should be written before the greetings. The subject in this letter should be written in uppercase.

For example,

Subject: A letter of authorization for checkbook collection

Professional greetings

Greetings are mandatory for any professional letter. This is because greetings are among the first things the recipient will see in the letter. The professional greetings will help to set the tone for the letter. Also, the salutation helps you remain confident and professional throughout the letter. For instance,

Dear Sir or Madam,

Body of letter

The introduction of the authorization letter consists of the following parts:

Introductory statement

The introduction in the authorization letter to collect the checkbook should help you introduce yourself. In the introductory statement, you should clearly state the letter’s purpose. In this case, the purpose is to permit someone else to collect a checkbook on your behalf.

For example,

“I, Jason Max, permit Carol Racheal to collect a checkbook delivered on June 10, 2018, on my behalf.”

Middle body

The middle body of the authorization letter should contain the following:

• Duties assigned to the representative: Also, the letter should have the correct details of the representative. The representative’s details on the letter should match the details indicated in the letter. Finally, the sender should indicate what the representative can do. For example, the sender might allow the representative to sign any documents needed to complete the process or withdraw the funds.
• Time duration for the authorization: The writer of the letter of authorization should indicate when the authorization is in effect and the ending date. The representative can carry out the expected duties within the authorized duration. However, if you are unsure of the dates, you can give the representative a 30-day duration to complete the necessary tasks on your behalf. For example, “Carol Racheal is allowed to represent me from 13^th June 2019 to 18^th June 2019.”
• Reason for the authorization: The sender should explain why they need to be represented in the authorization letter. The representative should also know why they have been chosen and what they are expected to do during the authorization period. For example, authorization might be because the account owner is busy with work, ill, out of town, etc.
• Restrictions for the representative: The authorization letter to collect the checkbook should indicate what the representative is allowed and not allowed to do. . The sender should clearly state what is authorized and not authorized in the letter.   As the account owner, there are several things that you do not want to authorize the representative to do. The following are examples of restrictions the account owner might give:
  • Drawing money from the account: The account owner can prevent the representative from withdrawing or using the money. In this way, the account owner can be sure that their money is safe.
  • Any unlawful use of the checkbook: The letter’s author may forbid the representative from engaging in any unlawful actions.

Reference to the attached documents 

The account owner should provide relevant documents to ensure the process is smooth. The bank account owner should provide any relevant bank documents that will be needed to collect the checkbook and give reference to the attached documents.

For example,

“You can see the attached documents: a copy of my original identity card and a copy of the ID card of my representative.”

The bank account owner should also provide any relevant bank documents that will be needed to collect the checkbook.

Conclusion

The sender should have a concluding sentence or paragraph that indicates the letter’s ending. The conclusion of the letter is to reiterate that all the information and instructions provided in the letter are to be followed. Therefore, the sender should sign the letter with a simple appreciation note. And there should be signatures from all the parties involved, for example, the signatures of the account owner or sender, the authorized individual, and the notary public or witness.

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An authorization letter to collect a checkbook needs clear information and should be easy to read and understand.

Below are some essential tips that will make your writing process easy:

Precise and brief

The letter of authorization to collect the checkbook should be precise and brief. Therefore, it is essential to ensure that the letter contains only relevant information. Also, ensure that you go straight to the point and avoid unnecessary information. A letter with too much information tends to be misinterpreted and misunderstood. Therefore, keeping the authorization letter short and precise is necessary.

Typewritten

The authorization letter should always be typewritten. A handwritten letter is considered unprofessional. It should meet the expectations of all the parties involved. In addition, a handwritten letter can be messy and difficult to read.

End with a proper conclusion

You can end the letter with phrases like “yours sincerely.” The letter should end with proper information and use formal language. Finally, you should finish off with your signature and the signatures of any involved parties.

Notary public or witness

It is vital to have a witness throughout the whole process. The witness should not be named in the authorization letter. The witness should be a government-authorized individual.