An authorization letter of collection is used often when you want to give someone the permission or authority to collect something on your behalf. A lot of example situations in which this letter might be needed are to collect medicines from a store, to collect laptop or mobile from a repair shop, to collect a shipment or parcel from a Courier office and such similar scenarios. Writing this letter avoids many problems when someone unrelated goes to collect stuff for you.There are certain things to be followed while writing this letter to achieve maximum effect.
How it works?
It is based on a 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 round also. The intermediate guy should be a familiar person to at least the authorizer and it is more preferable if that person is known by both the authorizer and the client to whom the letter is written.
For best understanding of what are basic contents of an authorization letter, i will recommend you to read this guide. But for quick walk through, an authorization letter of collection should have the following content in it, so that it avoids any misunderstanding or confusions.
To whom the letter is written for:
The top of the letter should address the organisation which takes actions or decisions or which delivers the object of concern.It can also be like “ To Whomsoever It may concern”.
About the authorizer:
Inform who you are and other details like address and phone number.
About the Authorized or the one who is being substituted:
In this part mention who is the authorized person who is going to collect the item for you. Fill out clearly about who he/she is their address and phone number so that the concerned organisation can use it incase of any mishap. It’s also good to mention the number of an ID card for reference.
What is being collected:
Provide detailed explanation of what’s the object which you want to be collected by the other person. You can also write the details that why you are authorizing this person.
I hereby authorize [Name-A] to act as my representative and collect [the document(s)] from [the source organization]. A copy of [Name-A]’s identification is enclosed for verification when he/she arrives to collect [the document(s)].
Please consider this as the only notice unless any changes are informed. You can also check his [Name-A]’s signature at the bottom for validation purposes. Thanks in advance for cooperating in this manner. In case of any doubts, please feel free to call me on my number mentioned above.
Enclosed: ID Proof of [Name-A]
Note: This sample letter can be used to authorize anyone to collect or claim cheque, documents from post office, mark sheet from college, passport, certificate or anything. Just change the subject accordingly.