How to Write an Authorization Letter (Format, Samples)

An authorization letter is an official letter written by an individual who wishes to give consent or delegate authority in an official way.

It acts as proof that the person with the letter has been authorized by you, the writer of the letter, to handle stuff on their behalf. Delegating authority by giving someone a written permission is more official and hence easily acceptable than a verbal agreement.

As an individual who wants to give another person the authority to act on your behalf, it is important to write this letter. It should be written in a formal way while observing the professional outline. Also, the tone of the letter should be official and polite.

With this letter, you will have given the third party a breakdown of the process they need to observe. Also, it will act as evidence of the relevant required details for someone to act on your behalf. It offers personal details and insights about the company when dealing with company issues. It also provides details that are required to collect important documents or handle transactions like withdrawing money.

It is written with the trust that the individual acting on your behalf will prioritize your well-being. Therefore, it will become legally binding and the third party must fulfill the tasks mentioned in the letter, as it is also required by the law.

Templates and Examples

Great Editable Medical Records Access Authorization Letter Sample for Word Document

Great Editable Medical Responsibility Authorization Letter Sample for Word Document

Great Editable Legal Document Signing Authorization Letter Sample for Word Document

Great Professional Account Checking Authorization Letter Sample for Word Document

Great Professional Property Decisions Authorization Letter Sample for Word Document

Great Professional Monthly Meeting Authorization Letter Sample for Word Document

Great Editable Document Pick-up Authorization Letter Sample for Word Document

Great Editable Package Pick-up Authorization Letter Sample 01 for Word Document

Great Editable Package Pick-up Authorization Letter Sample 02 for Word Document

Great Professional Account Affairs Authorization Letter Sample for Word Document

Great Professional Account Checking Authorization Letter Sample for Word Document

Great Professional Child Health Authorization Letter Sample for Word Document

    Where to Use an Authorization Letter

    There are different instances that will require you to write and use this letter. With this letter, you will have given the person permission to represent you and act on your behalf in specific matters.

    Some of these situations include:

    • A letter to allow the hospital to share your medical details
    • A letter to allow your business co-worker to handle some business transactions for you
    • A letter to give consent for your child to travel without you as the parents or legal guardians. This is meant to avoid or prevent kidnapping or child trafficking
    • A letter to allow a care worker to provide emergency medical care to your child if needed
    • A letter to permit someone to collect your important documents like passports, parcels, checkbook bank statements, or even project reports
    • A letter enabling bank transactions like depositing and withdrawing funds and other related process of a financial institution
    • A letter to enable someone to attend a meeting or even speak in your place.
    • A letter to allow someone to represent you or your company in the case when you are absent

    How to Write an Authorization Letter

    You can follow the steps given below for writing it. These steps will guide you and ensure that you include the necessary content for a valid and binding letter of authorization:

    Provide your details

    You should include your details, that is, your name, your address, and your contact details, in the letter. Using the standard format, you should write your name on the first line of the header and then followed by the address.

    Include the date

    After including your details, you should indicate the date when it was written. You should skip one line before writing the date. Also, ensure you do not abbreviate it and write it in full.

    Write the recipient’s details

    The next information you need to include is the recipient’s name and full address. After the date, the receiver’s information should be included using the same format you used when writing your details. The recipient of the letter is referred to as the second party and is not the one you are delegating authority to. This is the individual who will be dealing with your third party or proxy.

    Write the salutation

    You should then include the greetings or salutations by using titles like “Dr., Ms., Mrs., or Mr.” instead of using their first names. You need to salute the recipient of the letter with the word “Dear” or “To” for more formality. You should indicate the name or title of the recipient next to the salutation.

    Specify authorized duties

    The letter should also specify all the authorized duties you have assigned to your representative.

    For instance, you can mention that your proxy is allowed to withdraw your money from the bank. This is a specific task that you will have assigned the third party. It should be more clear than mentioning it as, “your proxy will handle some bank business transactions.”

    Your letter should be brief and straight to the point. It should also include any required information to make it easier for the third party to handle the particular task. For instance,  if your proxy is dealing with any of your legal issues, you will need to include the case number in the letter.

    Specify authorization dates

    Apart from the authorized duties, you should also provide the specific dates on which the delegated authority is valid and in effect. You should give the dates when the authority will start and when it will end.

    In the case that your representative is handling emergency issues for you and you do not have a specific timeline, then it is best to provide the time length you would wish for the authority. You can state the time length in the number of days, months, or years.

    Provide the reason for authorization

    Your letter should also explain why you need to have a proxy. You should clearly state why you have to delegate authority to that particular third party. Some of the reasons can be that you are ill, you will not be available for a while, or even that you are not in the country.

    Specify restrictions, if any

    It is important to mention any restrictions you might have in relation to the authority you have delegated. You can specify what your proxy is not allowed to do when they are handling the tasks and duties assigned to them. For instance, you can mention that although your proxy can pick up your important documents, they are not allowed to use them for personal purposes.

    Add a thank you note

    When finishing it up, ensure you add a thank you note. It should be addressed to the recipient of the letter or the second party. You should appreciate them for the help they are giving your proxy.

    Notarize the letter

    For this letter to be official and valid, it should be signed and notarized. You should sign it in front of a witness. That way, there is an assurance of no coercion or duress when signing it and delegating authority to your proxy.

    You should also take it to the notary public to have it notarized. It will guarantee that the person signing this letter is actually you, the owner of the rights. The person notarizing or witnessing your sign should not be someone that you have mentioned in the letter.

    Conclude the letter

    Conclude the letter using the phrase “Sincerely” since it is an official letter. You should leave four blank spaces meant for your full name, handwritten signature, and contact information.

    Sample Authorization Letter

    This part has two example letters that show how to write an authorization letter. It helps you understand how to give someone permission in different situations.

    The letter below is used to enable your proxy to access your medical documents from the hospital.

    Sample 01

    Dear Green Valley Medical Center,

    I, John Smith, am writing this letter to authorize Mary Johnson to access my medical records at your facility. I am unable to personally retrieve the records due to my recent surgery and the subsequent recovery period. I understand the importance of maintaining the confidentiality of my medical information, and I trust that Mary Johnson will use the information solely for the purpose stated in this letter.

    Please find the details about Mary Johnson below:

    Full Name: Mary Johnson

    Date of Birth: March 15, 19XX

    Address: 789 Pine Street, Anytown, USA 56789

    Phone Number: (555) 987-6543

    Relationship to Patient: Friend

    I hereby grant permission for Mary Johnson to access my medical records from January 1, 20XX, to February 1, 20XX, or until the completion of the specified purpose, whichever comes first. This authorization includes the right to review, copy, and receive information pertaining to my medical history, test results, diagnoses, and any other relevant medical information.

    I understand that this authorization will expire automatically after the specified period or upon completion of the specified purpose. If there are any fees associated with obtaining these records, please inform Mary Johnson in advance.

    I appreciate your prompt attention to this matter and thank you for your cooperation. If you require any additional information or forms, please do not hesitate to contact me at (555) 123-4567 or



    John Smith

    Sample 02

    Subject: Authorization to Represent Me and Speak on my Behalf

    Dear Mr. Miller,

    I, Emma Thompson, hereby authorize Daniel Reynolds to speak on my behalf and represent me in all matters related to financial transactions and account management with Horizon Financial Advisors.

    Daniel Reynolds has my full consent to communicate, negotiate, and make decisions on my behalf. I trust that he will act in my best interest and keep me informed of any developments. This authorization is effective from January 15, 20XX, and will remain in effect until February 15, 20XX, or until I provide written revocation of this authorization.

    Please find the details of the authorized person below:

    Full Name: Daniel Reynolds

    Date of Birth: March 21, 19XX

    Address: 567 Maple Avenue, Meadowville, USA 78901

    Phone Number: (555) 123-4567

    Relationship to Me: Financial Advisor

    I kindly request that you accept Daniel Reynolds as my representative and provide him with the necessary information and assistance regarding financial transactions and account management. Daniel Reynolds is authorized to sign documents, attend meetings, and take any actions necessary to fulfill the specified purpose.

    If there are any forms or additional documentation required to formalize this authorization, please provide them to Daniel Reynolds at the address mentioned above or contact him at the provided phone number.

    I appreciate your understanding and cooperation in this matter. If you have any questions or require further clarification, please do not hesitate to contact me at (555) 987-6543 or

    Thank you for your prompt attention to this authorization.



    Emma Thompson


    Both authorization letters share common strengths, providing clear and detailed information. They effectively communicate the purpose and scope of authorization, specifying actions permitted for the authorized individuals. Comprehensive details contribute to the authenticity and transparency of the process. Both letters also incorporate effective dates and expiry clauses, ensuring clarity on the duration of authorization, and offer contact information, demonstrating a willingness to provide additional details.

    While the Medical Records Access Letter excels in specificity, detailing the types of medical information accessible and addressing potential fees, it also emphasizes trust and confidentiality regarding the authorized person.

    The Financial Transactions Representation Letter stands out for its clarity in defining the authorized person’s authority in financial matters. It includes a revocation clause, offers flexibility in the duration of authorization, and emphasizes the need for additional documentation. The letter provides comprehensive contact information for the authorized representative, enhancing communication. 

    In summary, both letters create a well-rounded guide for individuals seeking guidance in crafting effective and comprehensive authorization documents.

    Special Considerations

    When writing to give permission to another person so that they can act on your behalf, there are some special considerations that you should always have in mind. With these tips, you will be able to write a proper letter of authorization.

    These are:

    Type your letter for a professional appearance

    Instead of writing it by hand, you should type the letter. This ensures that it can be easily read and offers a professional appearance. Since it is legally binding, it is bound to go through many inspections. Typing your letter will ensure that it is in a proper condition to be used in court if need be.

    Identify all three parties clearly

    The three parties—the original rights holder (you), the relevant parties that are needed to facilitate any transactions, and the third party who is supposed to act on your behalf—must be mentioned in the letter. The first party (you) can be a parent or the bank owner, while the second party can either be a childcare worker or the bank.

    The letter is meant to address the second party to inform them that you (the first party) have authorized the third party to act on your behalf. Furthermore, it should explain to the second party all the rights that you have given them. In case you do not know the second party, it is best to acknowledge them as “To whom it may concern.”

    Use a proper business tone

    Your letter should maintain a business tone. Since it is an official document, you will need to observe a professional tone when writing it.

    Be polite

    Whether you know the second party or not, you need to sound respectful and polite in your letter. This way, you will maintain the professional level that should be there and will make the process easier for the third party to handle and complete.

    Keep it short and precise

    Avoid writing a long letter since this might lead to ambiguous information that might be hard to interpret. With short and precise letters, you will be able to focus only on the most important points.

    Format the letter properly

    It should be written and formatted in a professional and official way. There is a required way of formatting this letter. You will need to use a formal tone, write the letter using block format, single-space the body, and avoid indenting the paragraphs. You should leave space between the greetings and the first paragraph of the letter. There should also be proper spacing between paragraphs.

    Give the original letter to the proxy

    You need to give the third party or proxy the original copy of the letter. This way, they will have evidence of the authority delegated to them. Also, they will be able to fulfill all the tasks requested by you properly and completely.

    Keep a copy of the letter

    As the original rights holder, it is important to also maintain a copy of this letter. In the event of a question or a court case, you will need the letter to prove that you authorized the third party to act on your behalf.

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      Final Thoughts

      It is an official letter used to delegate authority to or give a third party permission to act on your behalf. Whether it is to access your important documents, withdraw funds, or handle your business transactions, you will need to write it to enable such processes. The person will have to present this letter to the relevant parties so that they can fulfill your request. You will need to provide all the required details in the letter. You can refer to the samples as a reference point when writing your own.

      About This Article

      Maria Latimer
      Authored by:
      U.S. Licensed Attorney - Commercial Civil Litigation, Employment and Labor Law, Family Law, Intellectual Property Protection and Counseling
      Maria Latimer stands as a meticulously detail-oriented attorney, deeply entrenched in the multifaceted realms of the U.S. legal framework. With expertise spanning business formation and structures, she is adept at commercial civil litigation, navigating the intricacies of employment and labor law, and addressing delicate family matters, particularly in divorce and prenuptial contexts. Additionally, Maria's proficiency in intellectual property ensures robust protection and insightful counseling. Her portfolio is a testament to her versatility and depth, comprising a plethora of contracts she has crafted, ranging from Consulting and Operating Agreements to more nuanced documents like Non-solicitation and Confidentiality Agreements. From Website Privacy Policies to intricate Licensing and Financing Agreements, Maria's comprehensive expertise ensures that she remains a leading figure in the legal landscape, offering unparalleled expertise across her practice areas.

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