Sample Authorization Letter of Collection (How to Write)

An authorization letter of collection is often used when you want to give someone permission or authority to collect something on your behalf. A lot of example situations in which this letter might be needed are collecting medicines from a store; collecting a laptop or mobile from a repair shop; collecting a shipment or parcel from a courier office; and similar scenarios.

When you write this letter, you will be able to avoid a lot of issues when someone goes to get something for you. There are certain things to be followed while writing this letter to achieve maximum effect.

Samples and Templates

Free Printable Authorization Letter of Collection Sample 01 as Word File

Free Printable Authorization Letter of Collection Sample 02 as Word File

Free Printable Authorization Letter of Collection Sample 03 as Word File

Free Printable Authorization Letter of Collection Sample 04 as Word File

    How Does it Work?

    It is based on mutual trust between the three entities involved. The authorizer believes both in the collecting person and the organization, which is giving the object. And it is true the other way around, too. The intermediate guy should be a familiar person to at least the authorizer, and it is preferable if that person is known by both the authorizer and the client to whom the letter is written.

    Contents of an Authorization Letter of Collection

    It is recommended that you read this guide to gain a thorough understanding of the fundamental components of an authorization letter.

    But for a quick walkthrough, an authorization letter of collection should have the following content in it so that it avoids any misunderstanding or confusion.

    To whom this letter is addressed

    The top of the letter should address the organization that takes actions or decisions or that delivers the object of concern. It can also be like “To Whom It May Concern.”.

    Inform them who you are and other details like your address and phone number.

    About the authorized person or the one who is being substituted

    In this part, mention who the authorized person is who is going to collect the item for you. Fill out clearly who he/she is, their address, and their phone number so that the concerned organization can use it in case of any mishap. It’s also good to mention the number of an ID card for reference.

    What is being collected

    Provide a detailed explanation of the object that you want to be collected by the other person. You can also write the details of why you are authorizing this person.

    Template for Authorization Letter

    [Your Full Name]  

    [Your Address]  

    [City, State, Zip Code]  

    [Your Email Address]  

    [Your Phone Number]  

    [Date]

    To Whom It May Concern:

    Subject: Authorization Letter for Collection of [Items to be Collected]

    I, [Your Full Name], hereby authorize [Authorized Person’s Full Name], holding identification number [ID Number], to collect [items to be collected, e.g., certificates, packages, documents, etc.] on my behalf.

    This authorization is granted due to [mention the reason, e.g., my inability to be present due to travel, illness, etc.]. [Authorized Person’s Full Name] has my full consent to act in my place and collect the aforementioned items from [location or institution, e.g., post office, university office, etc.].

    Please find enclosed a copy of [Authorized Person’s Full Name]’s identification for verification purposes. I trust that this letter will suffice for [Authorized Person’s Full Name] to complete the collection without any issues.

    For any further information or clarification, please feel free to contact me at [Your Phone Number] or [Your Email Address].

    Thank you for your attention to this matter.

    Sincerely,

    [Your Signature (if sending a hard copy)]  

    [Your Printed Name]

    Sample Authorization Letters for Collecting Something

    Sample 01

    To Whom It May Concern:

    Subject: Authorization to Collect Copy of Marriage Certificate

    I, Anna Taylor, residing at 789 Harmony Road, Weddingville, WV 12345, hereby authorize my sister, Emily Taylor, holding identification number 987654321, to collect a copy of my marriage certificate on my behalf.

    This authorization is granted due to my current travel commitments overseas. Emily Taylor has my full consent to act in my place and collect the marriage certificate from the Weddingville County Clerk’s Office.

    Enclosed is a copy of Emily Taylor’s identification (Driver’s License No. 123456789) for verification purposes. I trust that this letter and the enclosed identification will suffice for Emily to complete the collection without any issues.

    For any further information or clarification, please feel free to contact me at (555) 123-4567 or anna.taylor@email.com.

    Thank you for your attention to this matter.

    Sincerely,

    [Anna Taylor’s Signature]  

    Anna Taylor

    Sample 02

    To Whom It May Concern:

    Subject: Authorization to Collect Document

    Bright Future Technologies, Inc., with its registered office at 456 Innovation Drive, Techville, TV 67890, hereby authorizes Mr. John Carter, our employee with ID number 112233, to collect the official business registration documents on behalf of our company.

    This authorization is issued due to the unavailability of our usual legal representative. Mr. Carter has been granted full authority to act on behalf of Bright Future Technologies, Inc. in collecting these documents from the Techville Business Registration Office.

    Enclosed is a copy of Mr. John Carter’s company identification card for verification purposes. We request that the Techville Business Registration Office facilitate Mr. Carter in this process and provide him with the necessary documents as requested.

    For any further information or clarification, please feel free to contact our office at (555) 987-6543 or via email at info@brightfuturetech.com.

    Thank you for your cooperation and assistance in this matter.

    Sincerely,

    [Digital Signature or Stamp of the Company]

    [Name of Authorizing Officer]

    [Title of Authorizing Officer]

    Bright Future Technologies, Inc.

    Precautions to take when Authorizing Someone to Collect Something on Your Behalf

    When permitting another individual to collect something on your behalf, you should consider the following precautions;

    • Clearly define the scope of the authorization. Specify what the individual is allowed to do and, if necessary, what they are not permitted to do. Limit the authorization to specific tasks or time period.
    • If you have an organization stamp, remember to use it for the letter.
    • Only approve someone you fully trust to collect money on your behalf.
    • Retain a copy of the authorization letter or document for your records. If possible, also keep a record of any actions taken by the authorized individual.
    • Indicate the duration of the authorization in the letter.
    • Make sure that the authorization document contains your contact details for verification purposes.
    • For complex situations, especially those involving significant legal or financial matters, consult with a lawyer to ensure that the authorization is legally sound and your interests are protected.
    • Be prepared to revoke the authorization if circumstances change. If you decide to revoke the authorization, do so in writing and notify any relevant parties of the revocation.

    Frequently Asked Questions 

    What is an authorization letter?

    An authorization letter is a letter given to the recipient as evidence that the person is legally responsible for acting on behalf of someone else.

    How can an individual collect certificates on someone else’s behalf?

    Suppose a person is not available at the time of collecting his/her important documents due to any unavoidable circumstances; in that case, he/she can authorize a trusted person to collect the certificate on their behalf. He/she only needs to write an authorization letter stating the reason for and validity of the letter.

    What are the contents of an authorization letter?

    An authorization letter should include the date, the name of the recipient of the letter, and details of the person who has been authorized, for example, name and identity proof, the reason for his/her unavailability, the duration of the authorized letter, and any action to be taken by another person.

    About This Article

    Melissa Horton
    Authored by:
    Legal Writing | M.A Marketing, B.A. Finance
    Melissa Horton is a highly skilled legal writer and co-owner of a leading financial planning firm in Washington, D.C. With over a decade of experience in the financial services and planning industry, Melissa's expertise lies in teaching clients how to maintain sustainable financial health. She holds a JD degree and possesses a deep understanding of legal principles and regulations, enabling her to deliver exceptional legal writing that is both informative and accessible. Melissa's passion for helping individuals navigate complex legal matters shines through in her work, making her a trusted authority in the field of legal writing.

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