Are you unable to personally claim your Transcript of Records (TOR) and diploma? Perhaps you’re out-of-town, overseas, or simply too busy to make the trip to your alma mater. Whatever your reason may be, did you know that you can authorize someone to claim your TOR and diploma on your behalf? In this article, we will provide you with a sample authorization letter to claim TOR and diploma, along with related tips and frequently asked questions (FAQs).
Tips for Writing a Sample Authorization Letter to Claim TOR and Diploma
Before we proceed with the sample authorization letter, here are some tips to keep in mind:
- Be clear and concise in your letter.
- Address the letter to the authorized person or office.
- Indicate your name and student number, as well as the name and relationship of your authorized representative.
- Give specific instructions on what TOR and diploma to claim, and how they will be received.
- Include any necessary identification documents, such as a photocopy of your ID or passport.
- Sign and date your letter, and provide your contact information in case of any questions or concerns.
- You can find examples online and edit them as needed, but make sure to personalize your letter to suit your own circumstances.
Sample Authorization Letter Examples
Here are seven examples of sample authorization letters to claim TOR and diploma:
Example 1: Authorization Letter for Graduation
Dear [Authorized Person or Office],
I, [Your Name], hereby authorize my [Relationship], [Representative’s Name], to claim my Transcript of Records (TOR) and diploma on my behalf. My student number is [Student Number].
Please be informed that I am unable to personally claim my TOR and diploma due to [Reason]. I hereby give my full consent to my representative to receive the said documents, and I will not hold your office liable for any loss or damage that may arise from this transaction.
Enclosed herewith are photocopies of my valid identification card and my representative’s valid identification card for your reference.
Thank you for your attention to this matter.
Sincerely,
[Your Signature]
[Your Name]
Example 2: Authorization Letter for Overseas Claim
Dear [Authorized Person or Office],
I, [Your Name], hereby authorize my [Relationship], [Representative’s Name], to claim my Transcript of Records (TOR) and diploma on my behalf. My student number is [Student Number].
Please be informed that I am currently overseas and unable to personally claim my TOR and diploma. I hereby give my full consent to my representative to receive the said documents and to sign any necessary forms or documents on my behalf.
Please notify me through email at [Your Email Address] once my representative has successfully claimed the documents, and provide instructions on how to receive them. Enclosed herewith are photocopies of my valid identification card, my representative’s valid identification card, and my passport for your reference.
Thank you for your assistance.
Sincerely,
[Your Signature]
[Your Name]
Example 3: Authorization Letter for Family Member
Dear [Authorized Person or Office],
I, [Your Name], hereby authorize my [Relationship], [Representative’s Name], who is my [Family Member], to claim my Transcript of Records (TOR) and diploma on my behalf. My student number is [Student Number].
Please be informed that I am currently out of town due to [Reason] and unable to personally claim my TOR and diploma. I hereby give my full consent to my representative to receive the said documents, and I will not hold your office liable for any loss or damage that may arise from this transaction.
Enclosed herewith are photocopies of my valid identification card and my representative’s valid identification card for your reference.
Thank you for your attention to this matter.
Sincerely,
[Your Signature]
[Your Name]
Example 4: Authorization Letter for Employment
Dear [Authorized Person or Office],
I, [Your Name], hereby authorize my [Relationship], [Representative’s Name], who is my [Employer], to claim my Transcript of Records (TOR) and diploma on my behalf. My student number is [Student Number].
Please be informed that I am currently employed overseas and unable to personally claim my TOR and diploma. I hereby give my full consent to my representative to receive the said documents and to sign any necessary forms or documents on my behalf.
Please notify me through email at [Your Email Address] once my representative has successfully claimed the documents, and provide instructions on how to receive them. Enclosed herewith are photocopies of my valid identification card, my representative’s valid identification card, and my employment contract for your reference.
Thank you for your assistance.
Sincerely,
[Your Signature]
[Your Name]
Example 5: Authorization Letter for Medical Reasons
Dear [Authorized Person or Office],
I, [Your Name], hereby authorize my [Relationship], [Representative’s Name], to claim my Transcript of Records (TOR) and diploma on my behalf. My student number is [Student Number].
Please be informed that I am currently undergoing medical treatment and unable to personally claim my TOR and diploma. I hereby give my full consent to my representative to receive the said documents and to sign any necessary forms or documents on my behalf.
Please notify me through email at [Your Email Address] once my representative has successfully claimed the documents, and provide instructions on how to receive them. Enclosed herewith are photocopies of my valid identification card, my representative’s valid identification card, and my medical certificate for your reference.
Thank you for your assistance.
Sincerely,
[Your Signature]
[Your Name]
Example 6: Authorization Letter for Legal Reasons
Dear [Authorized Person or Office],
I, [Your Name], hereby authorize my [Relationship], [Representative’s Name], who is my [Lawyer], to claim my Transcript of Records (TOR) and diploma on my behalf. My student number is [Student Number].
Please be informed that I am currently involved in legal proceedings and unable to personally claim my TOR and diploma. I hereby give my full consent to my representative to receive the said documents and to sign any necessary forms or documents on my behalf.
Please notify me through email at [Your Email Address] once my representative has successfully claimed the documents, and provide instructions on how to receive them. Enclosed herewith are photocopies of my valid identification card, my representative’s valid identification card, and my court order or subpoena for your reference.
Thank you for your assistance.
Sincerely,
[Your Signature]
[Your Name]
Example 7: Authorization Letter for Special Circumstances
Dear [Authorized Person or Office],
I, [Your Name], hereby authorize my [Relationship], [Representative’s Name], to claim my Transcript of Records (TOR) and diploma on my behalf. My student number is [Student Number].
Please be informed that I am unable to personally claim my TOR and diploma due to [Reason]. I hereby give my full consent to my representative to receive the said documents and to sign any necessary forms or documents on my behalf.
Please notify me through email at [Your Email Address] once my representative has successfully claimed the documents, and provide instructions on how to receive them. Enclosed herewith are photocopies of my valid identification card and my representative’s valid identification card for your reference.
Thank you for your assistance.
Sincerely,
[Your Signature]
[Your Name]
Frequently Asked Questions
Can anyone claim my TOR and diploma?
No, only authorized representatives with a valid authorization letter and identification documents can claim your TOR and diploma on your behalf.
How do I choose an authorized representative?
You can choose a family member, friend, employer, or lawyer as your authorized representative. Make sure to choose someone you trust and who is available to claim the documents on your behalf.
What if I made a mistake in my authorization letter?
You can request for a correction or amendment of your authorization letter by contacting the authorized person or office. Make sure to provide the necessary information and identification documents to prove your identity and authorization.
Can I authorize someone to claim only my TOR or diploma?
Yes, you can indicate in your authorization letter which document or documents your representative is authorized to claim on your behalf.
How do I know if my representative has successfully claimed my TOR and diploma?
You can contact the authorized person or office and request for confirmation or notification once your representative has claimed the documents. You can also provide your contact information in your authorization letter for this purpose.
Can I claim my TOR and diploma personally even if I already authorized someone?
Yes, you can still claim your TOR and diploma personally even if you already authorized someone to claim it on your behalf. Just make sure to inform the authorized person or office and bring the necessary identification documents.
How long are TOR and diploma available for claiming?
TOR and diploma are usually available for claiming within a year after graduation. Make sure to claim your documents within the prescribed period to avoid any inconvenience or delay.
Conclusion
Writing a sample authorization letter to claim TOR and diploma can be a simple and straightforward process, as long as you follow the tips and examples provided in this article. Remember to indicate your name, student number, and authorized representative’s name and relationship, as well as to give specific instructions and enclose necessary identification documents. By doing so, you can ensure a smooth and hassle-free claiming process for your TOR and diploma.