At some point, we get to experience writing letters to individuals, be it for personal and business purposes or even a combination of both. Even in the current digital age…continue reading
50+ Sample Authority Letter Templates
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What Is an Authority Letter?
An authority letter is an official or legal document that states the authority given for a representative to perform specific tasks on behalf of the person who gave the permission. It is basically a detailed letter confirming someone’s authorization of what another person should do and not do given that the authorizer cannot fulfill the tasks at hand for certain reasons. And authorization or authority letters have been commonly used in business, particularly in delegating responsibilities to someone else.
According to Statista’s 2019 research survey, 35% of respondents agreed that biometric methods were said to be the most trusted method of payment authorization in America.
When Do You Need an Authority Letter?
Authority letters can be used for a variety of reasons. It can be as simple as authorizing someone to sign a school field trip or as challenging as delegating someone to discuss a complex business employee report. So in this section, get to know the most common examples of when you will need an authority letter.
The Basic Parts of an Authority Letter
Now that you can think of many examples on where to apply your use of authority letters, it is also crucial that you know the common parts of the said letter first. Although an authority letter’s content differs from one example to another, common elements are also noticeable. And the standard parts of an authority letter consist of the following:
How to Make a Proper Authority Letter
Making an authority letter is easy. In fact, you can make one within seconds with the help of those sample authority letters listed above. But, the letter’s content should also be taken into consideration because you can’t just give out wrong information. Otherwise, the authorization process could be rejected by the recipient. So to create an authority letter properly, be sure to consider these steps:
Step 1: Meet with the Representative and Discuss the Authority’s Purpose
First things first, an authorizer should set a business meeting with the representative to discuss the authorized duties and responsibilities. It would be bad to just assign someone a task on your behalf while the representative isn’t fully informed in the first place. This meeting should be where you cover the authorization’s purpose. Why should he or she be appointed as your representative? And what will that person do on your behalf? You can authorize about anything may it be related to completing passport requirements, processing a car rental, or managing a loan payment. Clear things out no matter what that purpose is.
Step 2: Download a Sample Authority Letter
To start working on crafting your authority letter, use the sample authority letters provided above. You have plenty of examples to choose from and since they are premade, starting from scratch is unnecessary. Just complete the necessary details and edit however you want the business document to turn out like. And from what you discussed with the representative earlier, expect to write them down in the letter.
Step 3: Insert the Basic Parts of an Authority Letter
You already know that there are standard parts to an authority letter, which are from the introduction down to the signature line. Thus, add them one by one into your letter to complete it. The key about adding such parts is to divide the letter into sections. You have one part for the introduction, another for salutation, and so forth. Also, you can add more categories into the letter depending on what is relevant or preferred for the authority letter.
Step 4: Write Accurately, Truthfully, and Clearly
A very important consideration is to mind what you are writing. Focus on keeping it accurate, clear, and truthful. Wrong information could automatically nullify your letter’s validity. More so, lies won’t do any better because recipients would no longer trust you when fake details are inputted in the letter. Most importantly, clarity is the key. This does not only mean that your words and sentences should be legible but they should be easy to read as well. That way, misconstrued instructions will be avoided.
Step 5: Finalize the Letter’s Design and Format
When you are done writing and are already confident with the letter’s details, you have to finalize the format and design next. An example is whether to print or send the letter as an email. You can also go for the authority letter in PDF or MS Word. Go for what works best for you. Also, some authority letters have attachments, if needed. An example is to include a medical certificate form in the letter to prove that the authorizer is actually sick; hence, making the reason for not being available to be believable.
Who are the parties involved in an authority letter?
Expect three parties to be part of a standard authority letter. The first party is the owner or authorizer, and typically the one who creates the letter in the first place. The second party would be the recipient of the letter, typically the organization, company, or group that should be informed that there is an authorization. Lastly, the third party is the representative assigned by the first party, who is the proxy to perform the first party’s tasks.
Is an authority letter legally binding?
An authority letter is often a legally binding agreement, meaning the person who signed the letter should follow what was written there. But, it is not always required to attest the letter, unless the authorized duties to consider cover heavy risks which will need to be attested.
Does an authority letter expire?
Yes, an authority letter eventually expires. That explains why there is a duration of authorization in the first place. Usually, authority letters last twelve months. And it works best to clarify the validity date in the authorization letter in case it can extend or be shortened.
Assigning someone else to a task that is very important to you should not be taken lightly. You deserve the most trusted candidates to act as representatives too. Otherwise, things might go wrong. So the next time you permit someone to perform duties on your behalf but are unsure of how to start, simply use sample authority letters. Things are already made easier for you since each sample template is editable, downloadable, and printable anytime. Create your own authority letter now!