Do you need to claim money or document, but you cannot do it personally? Then, making an authorization letter is the answer to allow your authorized representative to claim your money, passport, ID, and other documents. But what is an authorization letter, and how do you make one?
Read on to find out how to make an authorization letter to claim the money, passport, ID, package, and documents. We also added sample authorization letters that you can use. So let’s get started!
What Is An Authorization Letter To Claim
An authorization letter to claim is a document that allows another individual or your authorized representative to collect your money, documents, or package on your behalf. It grants the authorized representative the right to accomplish a task when the authorizing person cannot process it in person.
The authorization letter also contains terms and conditions in claiming and is accompanied by proof of identification of both the authorizing person and authorized representative. For instance, if the individual claiming money is sick, they can write an authorization letter granting a relative or a close friend the right to collect the money on their behalf.
In addition, the authorization letter should contain relevant details necessary to verify it, including the authorizing person’s name and contact number, the authorized representative name, the amount of money to claim, and other supporting information. Take note that an authorization letter that contains all the necessary information regarding the transaction is usually considered valid and accepted.
How To Make An Authorization Letter To Claim
Now that you know what an authorization letter is, let’s discuss how to write one by following the steps below:
1. Determine The Purpose Of The Authorization Letter
The first step is to determine the purpose of your authorization letter. There are plenty of authorization letter samples to claim, like claiming money, passport, ID, or packages. Thus, knowing the purpose of the letter comes first to writing or finding a suitable sample.
2. State The Parties Involved
Once you’ve identified the purpose of your letter, the next step is to state the parties involved, including:
- First Party: The authorizing person or sender who is the original claimant of the money, document, etc.
- Second Party: A person, financial institution, organization, bank, or remittance where the authorizing person has a transaction.
- Third Party: The third party is the authorized representative or individual tasked to claim money or document on behalf of the first party.
3. Write The Authorization Letter
To write an authorization letter, supply the necessary details regarding the transaction. You can also use our samples in this article or follow the parts of an authorization letter to write one of your own.
Parts of An Authorization Letter
To make a letter to claim, here are the parts of an authorization letter by order:
1. First Party/Authorizing Person Information
(Name of First Party/Authorizing Person)
(Address)
(City, ZIP Code)
2. Date
Indicate the date when you wrote the letter.
3. Second Party/Recipients Information
(Name of the Second Party/Recipient)
(Address)
(City, ZIP Code)
4. Salutation
Greet the recipient with Dear Mr/Mrs (Name). If you don’t know the recipient’s name or gender, you can greet with To Whom It May Concern.
5. Body
In the body of the letter, indicate the purpose of the letter. The authorizing person should also state the transaction date, the authorized representative’s name, and their relationship. In addition, the letter should contain the attached valid IDs of the authorizing person and the authorized representative and the requirements for the said transaction.
6. Complimentary Close
Afterward, close the letter with a closing greeting such as Sincerely, Yours Truly, or Best Regards.
7. Signature
The first party should make a signature over the printed name.
But note that this is only a sample format of an authorization letter with the standard parts it should contain. So you can write your authorization letter the way you like it. But ensure to add all the necessary details to increase the validity of your authorization letter to claim.
Don’t forget to state all the details of the parties involved in the letter and your contact number. Mention also the document or amount of money to be claimed by your authorized representative. Additionally, provide your and the authorized representative valid identification cards with other supporting documents or requirements for the transaction.
What’s The Difference Between an Authorization Letter VS Special Power Of Attorney
If you’re still confused and wondering if you need a lawyer to make an authorization letter, let’s talk about its difference from Special Power of Attorney. The Special Power of Attorney is a formal document that follows state laws.
Meanwhile, an authorization letter is an informal document that doesn’t need acknowledgment from state laws. In short, you can make an authorization letter without hiring a lawyer. You can even use our samples if you don’t have time to write one.
Is It Required To Notarized An Authorization Letter
No, it is not required to notarize an authorization letter since it’s considered valid even without it. But in some cases, it is better to notarize an authorization letter, such as when claiming money or documents, for added security measures to prevent forgery or fraud.
Moreover, a notarized authorization letter prevents the forgery of your signature, preventing another individual from transacting on your behalf without your permission. Thus, it’s ideal notarizing an authorization letter to increase the credibility of the authorized representative. It also assures the second party that it’s a legit document.
Sample Authorization Letters
Check out our sample authorization letters to claim that you can follow when writing your own or copy and use it as it is. But don’t forget to replace the words inside the parentheses () with the required details of your transaction.
Authorization Letter To Claim Money
(Your Name)
(Address)
(City, Province, ZIP Code)
(Date)
(Name of Remittance Center/Bank)
(Address)
(City, Province, ZIP Code)
To Whom It May Concern,
I, (Your Name), authorize my (Relationship), (Name of Authorized Representative), to claim my money on my behalf. I grant (Name of Authorized Representative) the authority to claim the total amount of (Amount of Money to Claim) from (Name of Remittance Center/Bank) situated at (Address of the Remittance Center/Bank) on (Date). I’m unable to claim my money in person due to (Reason of Absence).
To support this transaction, (Name of Authorized Representative) will present (his/her) (Name of Valid Identification Card) for verification. Furthermore, I have included my (Name of Valid Identification Card) as proof that I’m granting my representative the authority to claim money on my behalf.
For inquiries and concerns regarding the transaction and my representative’s identity, you may reach me at (Your Contact Number). Thank you very much, and I’m looking forward to your consideration.
Sincerely,
(Your Signature)
(Your Printed Name)
Authorization Letter to Claim Passport
(Your Name)
(Address)
(City, Province, ZIP Code)
(Date)
Embassy of the Philippines/Department of Foreign Affairs
(Address)
(City, Province, ZIP Code)
To Whom It May Concern,
I, (Your Name), hereby authorize my (Relationship), (Name of Authorized Representative), to claim my Philippine passport on my behalf at the Department of Foreign Affairs/Embassy of the Philippines in (Country to Claim). I am unable to claim my Philippine passport in person because of (Reason of Absence).
(Name of Authorized Representative) will present copies of my (Name of 2 Valid Identification Cards) as proof of giving my consent on this transaction. My representative will also show (his/her) (Name of Valid Identification Card) for verification purposes.
Thank you very much, and I hope for your consideration regarding this matter. If you have questions regarding this letter and my representative’s identity, contact me at (Your Contact Number).
Best Regards,
(Your Signature)
(Your Printed Name)
Authorization Letter to Claim A Package
(Your Name)
(Address)
(City, Province, ZIP Code)
(Date)
(Name of Courier Company)
(Address)
(City, Province, ZIP Code)
To Whom It May Concern,
I, (Your Name), grant authorization to (Name of Authorized Representative), who is my (Relationship), to claim my package on my behalf. I am unable to claim this package personally due to (Reason of Absence).
My representative will show my (Name of 1 Valid Identification Card) and (his/her) (Name of Valid Identification Card) for verification purposes.
Thank you, and looking forward to your consideration on this matter.
Sincerely,
(Your Signature)
(Your Printed Name)
Authorization Letter to Claim NBI Clearance
(Your Name)
(Address)
(City, Province, ZIP Code)
(Date)
NBI Clearance Center
(Address)
(City, Province, ZIP Code)
To Whom It May Concern,
I, (Your Name), hereby authorize my (Relationship), (Name of Authorized Representative), to claim my NBI Clearance on my behalf, which will be released on (Date of the Document’s Release). I’m unable to claim my NBI Clearance in person because of (Reason of Absence).
(Name of Authorized Representative) will present to you (Name of 2 Valid Identification Cards) as proof of my consent. It is also accompanied by my representative’s (Name of Valid Identification Card) for further verification purposes.
For any questions and concerns regarding this transaction, contact me at (Contact Number). Thank you, and I’m looking forward to your consideration.
Respectfully Yours,
(Your Signature)
(Your Printed Name)
Authorization Letter to Claim Transcript Of Records (TOR)
(Your Name)
(Address)
(City, Province, ZIP Code)
(Date)
(Name of Recipient)
(Address)
(City, Province, ZIP Code)
To Whom It May Concern,
I, (Your Name), grant authority to the bearer of this letter, (Name of Authorized Representative), who is my (Relationship) to claim and sign my school clearance form for my Transcript of Records on (Date of Transaction) on my behalf. I am unable to personally claim my Transcript of Records due to (Reason of Absence).
Attached herewith is a copy of my (Name of Valid Identification Card) as proof of my consent. My representative will also show (his/her) (Name of Valid Identification Card) for verification purposes.
Thank you very much, and I hope for your kind consideration.
Best Regards,
(Your Signature)
(Your Printed Name)
Authorization Letter to Claim TIN ID
(Your Name)
(Address)
(City, Province, ZIP Code)
(Date)
Bureau of Internal Revenue
(Address)
(City, Province, ZIP Code)
To Whom It May Concern,
I, (Your Name), hereby grant authority to my (Relationship), (Name of Authorized Representative), to process and collect my Taxpayer Identification Number (TIN) ID on my behalf. I am unable to process this in person due to (Reason of Absence).
(Name of Authorized Representative) will show you copies of my (Name of 2 Valid Identification Cards) as proof of my consent. My representative will also present to you (his/her) (Name of Valid Identification Card) for further verification purposes.
For any concerns and inquiries regarding this letter, contact me at (Your Contact Number). Thank you, and I’m looking forward to your kind consideration.
Sincerely,
(Your Name)
(Your Printed Name)
FAQs
How to write an authorization to claim?
To write an authorization letter to claim, provide your personal information, transaction details, and the date you wrote the letter. Also, indicate the name of the recipient and your authorized representative. You should also explain the letter’s purpose and add your signature over your printed name.
How to authorize someone to act on my behalf?
You can grant authority to act someone on your behalf by providing an authorization letter. In addition, provide proof of your identity and the authorized representative. Then, include in the letter the requirements and other details necessary to proceed with the transaction.
You can also notarize the authorization letter to increase its credibility, allowing the recipient to verify that the document is legit.
Can the authorization letter be handwritten?
No, it should not be handwritten. Although an authorization letter is an informal document, making a handwritten letter isn’t professional, and others may have difficulty reading it. The receiving party will also inspect the authorization letter. So it’s ideal to be typewritten to increase its validity.
Some organizations may also accept handwritten authorization letters. But it should be accompanied by valid identification cards and supporting documents. Nonetheless, it is better to prepare a typewritten authorization letter than a handwritten one to prevent forgery or fraud.
Summary
An authorization letter is handy in many cases, from claiming money, documents, packages, and identification cards. Moreover, an authorization letter grants authority to the authorized representative to process transactions the first party cannot attend.
Thus, if you badly need to collect money, passport, packages, and other documents but need someone to do it on your behalf, you can follow our guide on how to make an authorization to claim. You can also follow our samples to create your own or use them freely on your transactions.
