When are the best times to write an authorization letter? They should only be written when the person becomes too busy to do the things he or she needs to himself or herself. But to write an authorization you have to first understand what it is first and what its purpose is. You may also see authorization letter for a child to travel examples.
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Preparing to Write an Authorization Letter
1. Understand what an authorization letter does.
Based on the term itself, an authorization letter gives another person the right or basically the authority to act or claim documents on your behalf in specific matters. They are primarily used in circumstances in which the actual sender is not able to represent themselves. Here are a few situations that may require authorization letters:
- Parents or guardians may grant child care workers authorization to make basic emergency medical decisions regarding the children left in their care. You may also see notice letter examples.
- It is advisable to give authorization letters for minors that are traveling with adults or friends who are not their parents or guardians. This will guarantee the minor from child trafficking and child custody issues.
- If you have money that is stored in the bank that you can no longer easily access, it is imperative to then write a letter of authorization that permits someone else to handle the said issues that tend to arise with the account or financial institutions. You may also like business proposal letter examples.
- Authorization letters allow the release of personal information, such as medical records, dental records, and school records.
- At some point, you may need to authorize another party to act on your behalf to handle fast-moving financial transactions. Try to understand that not every business deal has the time and the patience to wait for you; if you are temporarily indisposed, you can write a letter of authorization and temporarily grant decision-making powers to a trusted colleague.
2. Identify the different parties involved in an authorization letter.
Oftentimes, authorization letters involve at least three parties which are the original rights holder who is considered to be the first party (e.g. such as the parent of a child or the owner of a bank account). The second party is also the group or individual with whom the first party is conducting a transaction with, (e.g. it can be a financial institution or a hospital). And finally, the third party is the person who is chosen to act as a proxy in the first party’s absence in which case the authorization letter should be addressed to the second party. You may also check out email cover letter examples.
- As mentioned before, authorization letters are written just in case the person cannot seem to accomplish the errand he might need to do himself. In that case, authorization letters must also explain the person’s right to claim the said item or documents from the said institution acknowledging the fact that person B will be getting person A’s documents in his or her behalf and shall not hold the institution responsible for anything that should happen to the said documents. You might be interested in simple resignation letter examples.
- If the second party is not known (especially in cases where authority was granted for potential emergency situations), you will have to address the letter simply “To whom it may concern.” If you are still struggling as to how to write a letter, please refer to offer letter examples to provide you with more insight.
3. Type your authorization letter rather than writing it by hand.
And finally, thou shalt not make your letter handwritten. You may do that when writing a love letter, but never when you are writing a letter as formal as this. When you address to people with authority, make sure that you give them the proper decency and courtesy they deserve with a typed letter using some word processor. For more details and information on how to write an authorization letter, you may also check out on how to write business reference letters.
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Writing the Letter’s Heading
1.Place your name and address on the top left side of the page.
When writing business letters, keep in mind that there is a specific format that you would need to follow: your full name should be on the first line, your street information on the second line, and your city, state and zip code on the third line. And finally, it should be single-spaced. As for the font size, the most appropriate size would be to use ’12’ and as for the font style, you may use the regular fonts such as Times New Roman or Verdana.
2. Include the date.
After typing down your name and address, skip one line and place the current date on the next line. Write out the full date, and never the abbreviate the date. So the date cannot be written as Feb. 15 but it should be written as February 15, 2018. For more information, you may also refer to recommendation letter examples.
3. Write the recipient’s name and address next.
When writing the recipient’s name and address, it is important to leave one blank line between the date and first part of the recipient’s name and address. The receiver’s information should be in the same format as your information. Here are some tips that you need to remember when writing:
- Keep in mind that the recipient is not the same as the one authorized to make decisions for you. You are granting authority to a third party (a proxy) to act on your behalf, but the letter should be addressed to second party.
- Try to leave this portion blank if you do not know the party with which you will be dealing with. For example, if you have granted emergency medical powers over your child to a child care worker in case you cannot be reached, you may not know which hospital your proxy will have to deal with. For more information, you may also refer to formal letter examples.
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Writing the Body of the Letter
1. Write the salutation.
When writing business letters, it is important to use appropriate titles, such as “Dr.,” “Ms.,” “Mrs.,” or “Mr.,” and using their last names. The salutation “Dear” may also be used for formalities sake.
- Use the full name and title of the person to whom the letter is addressed. You may also see two weeks notice letter examples & samples.
- If you do not know the specific name of the party with whom your proxy will be dealing with, you may also write down “To whom it may concern.”
2. Keep the authorization letter short and precise.
Longer letters may include more information that can be interpreted in very many different ways. Brief letters attempt to specifically address the said matter with as little extra verbiage as possible are less likely to lead to conflicting interpretations. You may also see complaint letter examples & samples.
3. Specify the duties that your representative is authorized to do on your behalf.
It is important to make sure that your authorization letter is concise and precise. You need to give specific details about the authorization you are granting to the said person, otherwise both parties might end up doing something that is beyond their purview. For example, your authorized representative can request a certain medical procedure, sign legal documents in your absence, or perhaps even withdraw funds from your bank. You can try starting out the authorization letter with:
- I, Dr. Yamashita Hiro Kawasaki, hereby authorize Mr. Kaisen Shinosuken to release to YiGuan Medical Hospital, the following medical information from my personal medical records: dental records, etc…
- Try to give very specific details for this kind of authorization. If the letter does pertain to your medical information, it is best to include your medical insurance number and claim information. If you need assistance regarding a legal matter, include the case number. In case of financial matters, include the applicable account information. You may also see how to write an official letter.
4. Give the dates for the authorization.
Try to specify when this authorization is in effect. List down the beginning and ending dates for the said authorization. Normally, just to claim some documents it would only be a one-day basis. For example, you might write, “The proxy has authorization to make medical decisions for my child while staying at (address) from September 1, 2015 to September 15, 2015.”
- There may be some cases that might you may be unsure of the dates, (e.g. if you are authorizing in case of an emergency). It is this type of authorization, try to specify a length of time. For instance, you might write, “In the event of an emergency, the said proxy (Person B) has authorization to act on my behalf for a bare minimum of 15 days from January 2 to January 16. You may also see appointment letter format examples.
5. Give the reason for the authorization.
Take note that upon writing authorization letters, there must always be a reason behind it. The excuse has to be a valid one and something that you have not made up so that you can just attend to your other things. For instance, you would have to be really sick or just so happened to have a conference or a seminar on that day that you cannot do it for yourself. You may also like reference letter examples.
6. Explain any restrictions on the authorization.
Even there are some things that you have to restrain the proxy from doing. You just have to specify on the terms and conditions on which the proxy is allowed to do and what are the things the proxy cannot do. You just have to specify clearly in the authorization letter. For more insights, you may also check out employee reference letters should you need more reference.
7. Conclude the letter.
Finish up the letter with a closing remark like “Sincerely.” Try to leave at least four blank lines, which is where you’ll indicate your handwritten signature, and then type your full name. For more information, you may also refer to application letter examples.
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Finalizing the Letter
1. Format the letter properly.
Try to remember that this is a business letter and with that in mind, you have to format it as such. The font size, the font style, the format must be acceptable for office standards.
2. Find a witness or notary public.
Although this is completely not necessary, try your best to find yourself someone who is willing to be your witness in signing this authorization letter. This will eventually serve as proof that he or she actually signed the letter. You can always indicate it in the letter as to who the notary public was or your witness in general. For more insight, check out business proposal letter examples when you struggle writing letters.
3. Sign the letter.
No letter is considered a valid one when it has no signature. Not only limiting to letters, but also application forms which require the applicant’s signature. You may also check out thank you letter examples for more references.
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