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 an authorization letter to process the documents on your behalf and how to write one.
An authorization letter to process the documents on your behalf 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 an authorization letter, the parties involved should be named. The person authorized to act on your behalf must carry the authorization letter with them while processing the documents to prove that they have permission to do so.
Templates and Sample Letters
Involved Parties
When writing an authorization letter, you must identify the parties involved. Identifying them will help ensure that your authorization letter is thorough and leaves no gaps leading to future legal disputes.
The following individuals must be mentioned in your authorization 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.
Authorized person
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 authorization letter.
How to Write?
The authorization 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 information.
The following information should be indicated in an authorization letter:
Header
The header of the authorization 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 authorization 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. For 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 authorization 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.
For 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 authorization 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.
For 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.
For 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.
For 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. The following is an example of the statement you should write when referencing these documents:
“Please find enclosed with this letter a copy of my identification documents and those of the authorized representative.”
Conclusion
Finally, you should conclude your authorization letter. You should ensure that your concluding statement welcomes the recipient to contact you with any questions regarding the authorization for a particular period. For 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:
Complementary close
End the letter with an appropriate closing remark like “Kind regards” or “Sincerely.” Using an appropriate closing remark ensures that the authorization letter follows a formal business format.
Signatures
The authorization 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
John Doe
123 Main Street
Cityville, State 56789
youremail@example.com
(555) 555-5555
July 31, 202x
Ms. Jane Smith
Manager, Document Processing Services
FastDocs Processing Solutions
456 Oak Avenue
Townsville, State 98765
Dear Ms. Smith,
RE: LETTER OF AUTHORIZATION TO PROCESS DOCUMENTS
I, John Doe, hereby authorize Sarah Johnson, acting as my authorized agent, to process the following documents on my behalf:
- Employment Contract with FastDocs Processing Solutions.
- Work Visa Application for the country of Townsville.
- Proof of Address for 123 Main Street, Cityville.
- Academic Transcripts from University of Stateville.
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.
Sarah Johnson is granted full authority to represent and act on my behalf for the purpose of processing the aforementioned documents. This authorization is valid from August 15, 202x, to December 31, 202x, unless revoked in writing before the expiration date.
I understand that Sarah Johnson will be acting as my representative and assume full responsibility for any actions taken on my behalf. In this regard, I shall hold FastDocs Processing Solutions harmless from any liability arising from the lawful actions conducted by Sarah Johnson as my authorized representative.
Please find attached a copy of Sarah Johnson’s identification and contact details for your reference.
Thank you for your prompt attention to this matter. I trust that you will provide Sarah Johnson 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 (555) 555-5555 or youremail@example.com.
Sincerely,
John Doe
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 authorization 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 authorization 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 authorization 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 authorization letter to help with writing one.
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