If you are unable to claim your 13th-month pay in person, you can always assign someone to do it on your behalf. Writing an authorization letter is a simple and effective way to delegate this task, and this article will guide you on how to write one. Below you will find sample templates that you can use as a guide and edit as needed.
An authorization letter is a document that grants someone else the legal authority to act on your behalf. In the case of claiming your 13th month pay, this letter should state that you give your representative permission to claim your pay and encash it. Additionally, the letter should include your representative’s full name, address, and contact details, as well as your own. You should also provide a photocopy of your valid ID.
By providing a clear and concise authorization letter, you can ensure that your representative can smoothly claim your 13th-month pay without any problems.
Tips for Writing a Sample Authorization Letter to Claim 13th Month Pay
Here are some tips that can help you write an effective authorization letter:
1. Keep it short and simple
Your authorization letter should be brief and to the point. Avoid using technical terms and keep the language simple and easy to understand.
2. Use a formal tone
Although the letter should be simple, it should still have a formal tone to reflect the importance of the matter.
3. Include all the necessary details
Make sure to include all the necessary details, such as your representative’s full name, address, and contact details, and your own. Also, provide a copy of your valid ID.
4. Sign and date the letter
Make sure to sign and date the letter to make it official.
Sample Authorization Letters to Claim 13th Month Pay
Authorization Letter for 13th Month Pay (Salary Employee)
Dear [Recipient Name],
I am writing to authorize [Representative Name] to claim my 13th-month pay on my behalf. [Representative Name] will present a copy of my valid ID and this letter to claim and encash my pay.
Please find attached a photocopy of my valid ID for your reference. Thank you for your assistance in this matter.
Sincerely,
[Your Name]
[Date]
Authorization Letter for 13th Month Pay (Contractual Employee)
Dear [Recipient Name],
I am writing to authorize [Representative Name] to claim my 13th-month pay on my behalf. [Representative Name] will present a copy of my valid ID and a copy of my contract as proof of my employment.
Please find attached photocopies of my valid ID and my contract for your reference. Thank you for your kind assistance in this matter.
Sincerely,
[Your Name]
[Date]
Authorization Letter for 13th Month Pay (Overseas Employee)
Dear [Recipient Name],
I am writing to authorize [Representative Name] to claim my 13th-month pay on my behalf. [Representative Name] will present a copy of my valid ID and a copy of this authorization letter to claim and encash my pay.
Please find attached a photocopy of my valid ID for your reference. Thank you for your assistance in this matter.
Sincerely,
[Your Name]
[Date]
Authorization Letter for 13th Month Pay (Retired Employee)
Dear [Recipient Name],
I am writing to authorize [Representative Name] to claim my 13th-month pay on my behalf. [Representative Name] will present a copy of my valid ID and a copy of my retirement papers as proof of my previous employment.
Please find attached photocopies of my valid ID and my retirement papers for your reference. Thank you for your kind assistance in this matter.
Sincerely,
[Your Name]
[Date]
Authorization Letter for 13th Month Pay (Deceased Employee)
Dear [Recipient Name],
I am writing to authorize [Representative Name] to claim the 13th-month pay of my [Relationship] [Name] who passed away on [Date] on behalf of his/her beneficiaries. [Representative Name] will present a copy of his/her valid ID, this authorization letter, and a copy of the death certificate of [Name] as proof of his/her passing.
Please find attached photocopies of the valid ID of [Representative Name] and the death certificate of [Name] for your reference. Thank you for your kind assistance in this matter.
Sincerely,
[Your Name]
[Date]
Authorization Letter for 13th Month Pay (Hospitalized Employee)
Dear [Recipient Name],
I am writing to authorize [Representative Name] to claim my 13th-month pay on my behalf as I am currently hospitalized and unable to do so myself. [Representative Name] will present a copy of my valid ID and a copy of this authorization letter to claim and encash my pay.
Please find attached a photocopy of my valid ID for your reference. Thank you for your assistance in this matter.
Sincerely,
[Your Name]
[Date]
Authorization Letter for 13th Month Pay (Immobilized Employee)
Dear [Recipient Name],
I am writing to authorize [Representative Name] to claim my 13th-month pay on my behalf as I am currently immobilized and unable to do so myself. [Representative Name] will present a copy of my valid ID and a copy of this authorization letter to claim and encash my pay.
Please find attached a photocopy of my valid ID for your reference. Thank you for your assistance in this matter.
Sincerely,
[Your Name]
[Date]
Frequently Asked Questions (FAQs)
Can I authorize anyone to claim my 13th-month pay?
Yes, you can authorize anyone to claim your 13th-month pay as long as they have a copy of your valid ID and a copy of the authorization letter that you signed.
Do I need to have my authorization letter notarized?
No, you do not need to have your authorization letter notarized. However, you need to make sure that it is signed and dated.
Can I claim my 13th-month pay through a representative without writing an authorization letter?
No, you cannot claim your 13th-month pay through a representative without writing an authorization letter. The letter is necessary to prove that you have given your representative permission to act on your behalf.
Is there a specific format for the authorization letter?
There is no specific format for the authorization letter, but it should include all the necessary details such as your representative’s full name, address, and contact details, your own details, and a copy of your valid ID.
What happens if my representative loses the authorization letter?
If your representative loses the authorization letter, you can provide them with a copy or write a new letter. You can also inform the recipient of the lost letter to prevent any fraudulent activities.
Can I claim my 13th-month pay from a different city or region?
Yes, you can claim your 13th-month pay from a different city or region by writing an authorization letter and providing a copy of your valid ID to your representative. Your representative can then claim and encash your pay on your behalf.
Conclusion
Writing an authorization letter is a simple and effective way to claim your 13th-month pay through a representative. By following the tips provided and using the sample templates, you can ensure that your letter is clear, concise, and effective. Remember to provide all the necessary details and sign and date the letter to make it official.