At work, or even when you’re dealing with outside institutions and you need someone else to represent you or receive an item in your absence, you’ll be requested to prepare an authorization letter (often together with a valid ID) for your representative in order to push through with a transaction. An authorization letter basically gives your proxy to temporarily act on your behalf, usually on financial and legal matters.

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Probably the most common situation when you’ll need to prep an authorization for your proxy would be during banking transactions. Your authorization need not be too complicated, but it does require specific details, especially for business dealings. Here’s a format you can follow:

[Your name]

[Your Address]

[Date]

[Recipient’s Name]

[Department/Company]

[Address]

Dear [Recipient’s Name],

I, [your name], am authorizing [name of your representative] to [specific activity that your representative needs done] in my absence. Attached are photocopies of both our IDs for your reference.

This authorization is valid from [start of validity] to [end of validity].

Thank you.

Sincerely,

[Signature above your printed name]

Copy and paste the format above for your personal use, or follow this link.

There are several situations where an acknowledgement letter comes in handy. Here are a few of them: 

1. When asking someone to receive something in your absence

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Juana de la Cruz

Quezon City

 

February 21, 2020

 

Mr. Jose Vega

XYZ Company

Makati City

 

Dear Mr. Vega

 

I, Juana de la Cruz, am authorizing Joseph Jovito to receive on my behalf  check payments for the service I’ve rendered your company. Attached are photocopies of both our valid IDs for your reference.

This authorization is valid from February 21 to 23, 2020.

 

Thank you.

 

Sincerely,

 

Juana de la Cruz

===

2. When asking someone to sign a document for you

=== 

Juana de la Cruz

Quezon City

February 21, 2020

 

Mr. Jose Vega

XYZ Company

Makati City

 

Dear Mr. Vega

 

I, Juana de la Cruz, am authorizing Joseph Jovito to sign XYZ documents on my behalf as I will be out of the country from February 21 to March 1. Attached are photocopies of both our valid IDs for your reference.

This authorization is valid from February 21 to 23, 2020.

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Thank you.

 

Sincerely,

 

Juana de la Cruz

===

3. When giving authorization to someone to change contracts, plans, etc.

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Juana de la Cruz

Quezon City

February 21, 2020

 

Mr. Jose Vega

XYZ Company

Makati City

 

Dear Mr. Vega

 

I, Juana de la Cruz, am authorizing Joseph Jovito to take charge and make any necessary changes to my contract with your service company, which include billing updates, account upgrades, and account termination. Attached are photocopies of both our valid IDs for your reference.

This authorization is valid until full access to my account is transferred to him.

 

Thank you.

 

Sincerely,

 

Juana de la Cruz

==

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