If you are unable to receive an important document yourself, you can authorize someone else to receive it on your behalf. This letter of authorization is a legal document that authorizes the person you choose to receive your document. In this article, we will provide you with tips on how to write a sample letter of authorization to receive a document, along with seven examples to help you get started.
Tips for Writing a Sample Letter of Authorization to Receive Document
Before you start writing your letter of authorization, you need to understand the purpose of this document. Your letter should be clear and concise, and it should include the following:
Title:
The title should be brief but descriptive. It should indicate the purpose of the authorization. For example, “Letter of Authorization to Collect Passport.”
Greeting:
Start your letter with a formal greeting. The greeting should address the person or organization that will receive your letter. For example, “Dear Sir/Madam.”
Explanation:
The explanation should be concise and to the point. It should clearly state that you give permission to a particular individual or organization to receive the document on your behalf. You should also include the name of the document you are authorizing them to receive.
Letter Body:
The letter body should be two paragraphs long. In the first paragraph, you should provide the reason why you are unable to receive the document yourself. In the second paragraph, you should provide the name and contact details of the person or organization authorized to receive the document.
Complimentary Close:
End your letter with a complimentary close. The complimentary close should be formal but friendly. For example, “Yours sincerely.”
Remember, when writing a letter of authorization to receive a document, always keep it professional and concise. You want to ensure that the person who receives the letter understands your request clearly.
Seven Examples of Sample Letter of Authorization to Receive Document
Letter of Authorization to Pick Up Check
Dear Account Manager,
I am writing to authorize my sister, Sarah Smith, to pick up my check from your office on my behalf. I am currently out of town for an extended period due to work commitments and I am unable to collect the check myself. Sarah will provide a valid ID and a copy of this letter as proof of authorization.
Thank you for your assistance.
Yours sincerely,
John Smith
Letter of Authorization to Collect Passport
Dear Consulate Officer,
I am writing to authorize my wife, Jane Smith, to collect my passport on my behalf. I am currently in the hospital and unable to collect the passport myself. Jane will provide a valid ID and a copy of this letter as proof of authorization.
Thank you for your assistance.
Yours sincerely,
John Smith
Letter of Authorization to Receive Delivery
Dear Delivery Manager,
I am writing to authorize my neighbor, Tom Jones, to receive my delivery on my behalf. I will not be home during the delivery time and Tom has agreed to receive it for me. He will provide a valid ID and a copy of this letter as proof of authorization.
Thank you for your assistance.
Yours sincerely,
Samantha Smith
Letter of Authorization to Receive Medical Records
Dear Records Officer,
I am writing to authorize my sister-in-law, Mary Johnson, to receive my medical records on my behalf. I am currently out of the country and unable to collect the records myself. Mary will provide a valid ID and a copy of this letter as proof of authorization.
Thank you for your assistance.
Yours sincerely,
David Johnson
Letter of Authorization to Collect Car
Dear Car Rental Manager,
I am writing to authorize my brother, James Brown, to collect my rental car on my behalf. I will not be able to collect the car myself due to an emergency. James will provide a valid ID and a copy of this letter as proof of authorization.
Thank you for your assistance.
Yours sincerely,
Emily Brown
Letter of Authorization to Receive Legal Documents
Dear Legal Officer,
I am writing to authorize my lawyer, Jack Johnson, to receive my legal documents on my behalf. I am currently out of town and unable to collect the documents myself. Jack will provide a valid ID and a copy of this letter as proof of authorization.
Thank you for your assistance.
Yours sincerely,
Paula Smith
Letter of Authorization to Pick Up Package
Dear Package Manager,
I am writing to authorize my friend, Alex Green, to pick up my package on my behalf. I will not be able to collect the package myself due to work commitments. Alex will provide a valid ID and a copy of this letter as proof of authorization.
Thank you for your assistance.
Yours sincerely,
Michael Brown
Frequently Asked Questions
Can anyone write a letter of authorization to receive a document?
Yes, anyone can write a letter of authorization to receive a document. However, you need to make sure that the person or organization you are authorizing is trustworthy and has a valid reason to receive the document on your behalf.
Can I authorize someone to receive multiple documents with one letter of authorization?
Yes, you can authorize someone to receive multiple documents with one letter of authorization. Make sure to list all the documents in the letter and provide the name and contact details of the authorized individual or organization.
Does the authorized person need to provide any identification?
Yes, the authorized person needs to provide a valid ID as proof of authorization. Make sure to include this requirement in your letter of authorization.
Can I cancel the authorization if I change my mind?
Yes, you can cancel the authorization at any time by providing written notice to the person or organization that you originally authorized.
Do I need to include my signature in the letter of authorization?
Yes, you need to include your signature in the letter of authorization. This signature will validate the authorization and prove that you have given permission for the authorized person or organization to receive the document.
Can I send the letter of authorization by email?
Yes, you can send the letter of authorization by email. However, make sure to include a scanned copy of your signature in the email to validate the authorization.
Conclusion
A sample letter of authorization to receive a document is a useful tool when you are unable to receive an important document yourself. By following the tips above and using one of the seven examples provided, you can create a professional and effective letter of authorization. Remember to keep your letter clear and concise, and to include all the necessary information to ensure that your authorized person or organization receives the document you need.