Sometimes you may be too preoccupied with work or other activities to attend to the processing of documents yourself. You can choose to postpone the process at such times, but that would only add to your workload. Rather than delaying the process, you should consider finding an individual to process the documents on your behalf.
However, you should properly advise the organization or party you are dealing with of your decision, and the individuals you designate to act on your behalf should be given an authorization letter by you. This article will help you understand how to use the letter to process the documents on your behalf and how to write one.
Sample authorization letter allows a third party to sign a specific document if you cannot be present to do it yourself. It serves as evidence that you have designated somebody to represent you concerning the processing of a specific document. When writing the letter, the parties involved should be named.
The person authorized to act on your behalf must carry the letter with them while processing the documents to prove that they have permission to do so.
Templates and Sample Letters
Involved Parties
When writing the letter, you must identify the parties involved. Identifying them will help ensure that your letter is thorough and leaves no gaps leading to future legal disputes.
The following individuals must be mentioned in your letter:
The original owner of the property
The letter should mention the original rights holder of the documents. The original rights holder of the documents is the person who gives permission to the third party. Their full name should be indicated in it.
Recipient of the letter
Next, identify the court, business partner, bank manager, property dealer, or another person with whom the first party is conducting business. The letter of authority from the first party is addressed to the second party as official proof that somebody has been given permission to process their documents on their behalf.
An authorized person is an individual you have selected to act on your behalf. The individual may be a legal representative, a family member, or any other person you trust. You must obtain the consent of the individual before designating them as an authorized representative. The authorized person’s contact information should be included in the letter.
How do I Write?
The letter should contain adequate information to communicate its purpose effectively. If you are aware of all of the necessary components, the letter will effectively convey all the information.
The following information should be indicated in the letter:
The header of the letter provides contextual information about the sender and the recipient, its purpose, and a formal greeting. This should be indicated in the top left corner of the page.
The following details should be provided in the header:
Sender’s details
Begin by providing your name, address, and contact details. Your full name should be indicated to ensure that the recipient quickly identifies the sender. Your address should include your street name and number, city, state, and zip code. Your contact details should include your phone number and email address.
Date
The full date should be indicated below your name and contact information. When indicating the date of writing, leave one line after your name and contact information. The date should be in the format of the month, day, and year.
Recipient’s details
The recipient’s name, address, and contact details should be indicated below the date. Include the recipient’s full name to help identify who the letter is intended for.
The subject of the letter
The subject of the letter should outline the theme of the letter. It will attract the recipient’s attention. The subject line should be a short, one-line description. It will help get the letter noticed immediately by the recipient.
EXAMPLE
Subject: Authorization letter to process documents on my behalf
Professional greetings
You should also include a professional salutation that addresses the recipient by their last name. An appropriate title such as Dr., Ms., Mrs., or Mr. should be used. You can begin the salutation with the word, “Dear.”
Introduction
The introduction of the letter should be direct and elaborate on its purpose.
The following information should be included in the introduction of the letter:
Introductory statement
An introductory statement should be provided explaining that you have given permission to the representative to sign and process the document on your behalf. The name of the authorized representative should be indicated in the introductory statement. Specifying the task will help ensure that the recipient is aware of the extent of engagement with the authorized representative.
EXAMPLE
“I, Ben White, authorize Jane Black to sign the previously discussed document on my behalf.”
Body
The body of the letter should mention in detail the permission you have given to the authorized representative.
The following information should be outlined in the body of the letter:
Mention the authorized documents to be signed
You should specify the documents to be signed by the representative. By indicating the specific documents, the recipient will only engage the representative on those specific documents. You may mention that the document is related to a bank account, property, or business-related document. Other than the document’s name, you should provide the relevant information, like an account number, and any other processes the representative is authorized to execute.
EXAMPLE
“Jane will sign the previously discussed legal document for account number 123456. She is also authorized to close the account on my behalf.”
Time duration for the authorization
It would be appropriate if you also outlined when the authorization will come into effect and when it will expire. To ensure that the authorization duration is clear, the start and end dates should be specified. If you are unsure of the exact dates or the authorization is an emergency precaution, you can specify the length of time.
EXAMPLE
“I give authorization between March 15, and March 25, 2023.”
Or
“In an emergency, Jane will act on my behalf for 30 days.”
Reason for the authorization
You should also explain why the representative will process the documents on your behalf. The explanation should be brief but accurately outline the reasons. Common reasons you may indicate in the letter include illness, the inability to be available at a particular time, or the fact that you are not present in the same city. You can also choose to add any restrictions to the authorization you have given.
EXAMPLE
“Currently, I am unavailable as I will not be in the city and will not be back till next month. However, I would like to state that Jane is not authorized to request my bank statements.”
Mention the documents that are attached
Mention all the documents you have attached to the letter. The authorized representatives’ identification documents should be attached to help the recipient identify them. You should also include copies of your identification documents. They will be used to confirm that you are the original rights holder.
EXAMPLE
“Please find enclosed with this letter a copy of my identification documents and those of the authorized representative.”
Conclusion
Finally, you should conclude your letter. You should ensure that your concluding statement welcomes the recipient to contact you with any questions regarding the authorization for a particular period.
EXAMPLE
“You can contact me with any questions you may have by Friday at 4 p.m. Again, I appreciate your and Jane’s assistance concerning this matter.”
You should also include the following in your conclusion:
Complimentary close
End the letter with an appropriate closing remark like “Kind regards” or “Sincerely.” Using an appropriate closing remark ensures that the letter follows a formal business format.
Signatures
The letter should be signed in the presence of a notary public by both you and the authorized person, along with the witness or notary public. These signatures prove that the letter is authentic and that the authorized person is aware of the permission given and has consented to perform the task.
Letter of Authorization Sample
This section provides a detailed guide on authorizing the processing of documents through a carefully constructed sample letter of authorization. Find below a sample to assist you in delegating this responsibility to a designated representative.
sample
Subject: Authorization to Process Documents on My Behalf
Dear Mr. Smith,
I am writing to formally authorize Emily Johnson, residing at 789 Pine Road, Anytown, AN 12345, to act on my behalf in all manners relating to the processing of legal documents for the property located at 101 Birch Lane, Anytown, AN. This includes the signing of documents, collection, and submission of required paperwork, and any other actions necessary for this purpose. This authorization is valid from December 10, 20XX, to March 10, 20XX.
Ms. Johnson has my complete trust and confidence, and I assure you that her decisions and actions will represent my own. Please recognize this authorization and provide her with access to all necessary documents and information required for the successful completion of the task. Ms. Johnson is fully aware of the relevant procedures and policies for this process.
Enclosed are photocopies of my identification (Driver’s License No. AB123456) and Ms. Johnson’s identification for your records. Should you require any further confirmation or clarification regarding this authorization, please feel free to contact me at (555) 123-4567 or jane.doe@email.com.
Thank you for your attention to this matter and your cooperation in facilitating Ms. Johnson in her role as my representative. I appreciate your understanding and assistance in ensuring the smooth and efficient processing of the documents related to 101 Birch Lane.
Sincerely,
Jan Doe
Analysis
The sample letter serves as a useful guide for readers due to its clear structure, comprehensive content, and adherence to formal writing conventions. The letter follows a conventional structure, beginning with sender and recipient information, followed by a subject line, salutation, body of the letter, and a closing signature. This format is universally recognized and easy to follow, making the letter more readable and professional.
The writer has adeptly utilized a professional tone, essential in such official communications, ensuring that the letter is taken seriously by the recipient. The inclusion of detailed personal information for both the authorizer and the authorized individual (names, addresses, and contact details) enhances clarity and aids in the verification processes. The specific mention of the authorized tasks and the validity period of the authorization delineates the scope of authority, preventing any potential misuse or misunderstanding. Additionally, the reference to the attached identification documents reflects a thorough approach, underscoring the seriousness and legitimacy of the authorization. The concluding paragraph, offering further contact for clarification, not only demonstrates responsibility but also facilitates open communication, which is crucial in official matters. In summary, this authorization letter is a prime example of how to craft a formal, clear, and legally sound document. Its adherence to standard formatting, clarity in communication, precision in detail, professional tone, and consideration for legal and ethical standards makes it a useful guide for individuals looking to understand the nuances of professional letter writing.
Letter of Authorization Template
[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]
[Recipient’s Name]
[Recipient’s Title/Position (if applicable)]
[Company/Organization Name]
[Address]
[City, State, Zip Code]
Dear [Recipient’s Name],
RE: LETTER OF AUTHORIZATION TO PROCESS DOCUMENTS
I, [Your Name], hereby authorize [Agent’s Name], acting as my authorized agent, to process the following documents on my behalf:
[List of specific documents to be processed, e.g., contracts, forms, applications, etc.]
This authorization includes but is not limited to the following actions:
- Submitting documents to relevant authorities or institutions.
- Collecting documents from your office.
- Making any necessary inquiries or follow-ups related to the processing of these documents.
- Signing documents on my behalf, if required.
[Agent’s Name] is granted full authority to represent and act on my behalf for the purpose of processing the aforementioned documents. This authorization is valid from [start date] to [end date], unless revoked in writing before the expiration date.
I understand that [Agent’s Name] will be acting as my representative and assume full responsibility for any actions taken on my behalf. In this regard, I shall hold [Recipient’s Name] harmless from any liability arising from the lawful actions conducted by [Agent’s Name] as my authorized representative.
Please find attached a copy of [Agent’s Name]’s identification and contact details for your reference.
Thank you for your prompt attention to this matter. I trust that you will provide [Agent’s Name] with all necessary cooperation and assistance during the processing of the documents.
Should you have any questions or require further information, please do not hesitate to contact me directly at [Your Phone Number] or [Your Email Address].
Sincerely,
[Your Name]
[Attachment: Copy of Agent’s identification and contact details]
Tips for Writing
Additional practices should be considered when writing the letter to help with the drafting process. These procedures will also make it simpler for the receiver to understand the letter.
The advice listed below will be helpful for you as you draft your letter:
Keep it precise and brief
The letter should be brief and precise to avoid misunderstandings arising from a long letter. A brief letter also allows you to focus on vital details, ensuring that you only include the necessary information. It will save the recipient’s time when reading the letter.
Typewritten
You should type the letter to ensure it is legible. It will also expedite the writing process because errors can be easily corrected while drafting. A typed letter also eases your ability to format the letter appropriately.
Engage a witness or notary public
The notary public should be an individual who is not named in the letter and has been authorized by the government to attest to the signing of legal documents. Hiring a notary public adds authenticity to the process and increases the recipient’s trust in the legitimacy of the letter.
Conclusion
An authorization letter to process the documents on your behalf ensures that you have officially designated somebody to act as your authorized representative to process your documents. It also ensures that your decision to involve a representative is legally communicated and documented. Understanding the components of such a letter will ensure that it is comprehensive. Your letter must outline the name of the authorized individual and the details of the document in question. Writing a brief letter ensures that you only convey critical information. It would be best if you considered engaging a witness or a notary public to certify the signatures on your letter. It is useful to consider reviewing a sample letter to help with writing one.
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