If you’re unable to claim your passport in person, you can authorize someone to do it for you. To ensure a smooth process, you need to provide an authorization letter to the person you’re entrusting the task with. Below are some tips on how to draft a proper authorization letter, as well as seven examples to help you get started.
Tips on Writing an Authorization Letter to Claim Passport
Before we dive into the examples, here are some tips to make sure that your authorization letter follows proper format and includes all the necessary information:
Start by addressing the embassy or passport agency that issued your passport. State your name and passport details, and indicate that you’re authorizing someone else to claim it on your behalf.
Provide the name and identification details of the person you’re authorizing, along with their relationship to you. Make sure to include their full name and ID number, and attach a copy of their government-issued ID for verification purposes.
Specify the purpose of the authorization and any restrictions you may have. For instance, you may only be authorizing the person to collect your passport and not to make any changes to it.
Include the date and your signature, and make sure that the person you’re authorizing signs the letter as well.
Remember to keep the tone of the letter formal and professional.
You can find examples of authorization letters online and edit them as needed to fit your specific situation.
Sample Authorization Letter to Claim Passport
Example 1: Authorization Letter for a Family Member
Dear Sir/Madam,
I, [Your Name], hereby authorize my [Relationship], [Authorized Person’s Name], to claim my passport on my behalf. My passport details are as follows:
Passport Number: [Number]
Date of Issue: [Date]
Date of Expiry: [Date]
[Authorized Person’s Name] will be presenting their government-issued ID [ID Type and Number] for verification purposes. Please note that I am only authorizing them to collect my passport and make no changes to it.
Thank you for your assistance.
Sincerely,
[Your Signature]
[Your Name]
______________________________
[Authorized Person’s Signature]
[Authorized Person’s Name]
Example 2: Authorization Letter for a Friend
Dear [Embassy/Agency Name],
I, [Your Name], hereby authorize my friend, [Authorized Person’s Name], to claim my passport on my behalf. The passport details are as follows:
Passport Number: [Number]
Date of Issue: [Date]
Date of Expiry: [Date]
[Authorized Person’s Name] will be presenting their government-issued ID [ID Type and Number] for verification purposes. They are authorized to collect my passport and make no changes to it. Please assist them in completing the necessary procedures.
Thank you for your cooperation.
Sincerely,
[Your Signature]
[Your Name]
______________________________
[Authorized Person’s Signature]
[Authorized Person’s Name]
Example 3: Authorization Letter for a Spouse
Dear Sir/Madam,
I, [Your Name], hereby authorize my spouse, [Authorized Person’s Name], to claim my passport on my behalf. The passport details are as follows:
Passport Number: [Number]
Date of Issue: [Date]
Date of Expiry: [Date]
[Authorized Person’s Name] will be presenting their government-issued ID [ID Type and Number] for verification purposes. They are authorized to collect my passport and make no changes to it.
Please do the needful to assist them in the process.
Thank you for your time.
Sincerely,
[Your Signature]
[Your Name]
______________________________
[Authorized Person’s Signature]
[Authorized Person’s Name]
Example 4: Authorization Letter for an Assistant
Dear [Embassy/Agency Name],
I, [Your Name], hereby authorize my assistant, [Authorized Person’s Name], to collect my passport on my behalf. The passport details are as follows:
Passport Number: [Number]
Date of Issue: [Date]
Date of Expiry: [Date]
[Authorized Person’s Name] will be presenting their government-issued ID [ID Type and Number] for verification purposes. They are authorized to collect my passport and make no changes to it.
Please assist them in completing the necessary procedures.
Thank you for your attention.
Sincerely,
[Your Signature]
[Your Name]
______________________________
[Authorized Person’s Signature]
[Authorized Person’s Name]
Example 5: Authorization Letter for a Legal Guardian
Dear Sir/Madam,
I, [Your Name], hereby authorize my legal guardian, [Authorized Person’s Name], to claim my passport on my behalf. The passport details are as follows:
Passport Number: [Number]
Date of Issue: [Date]
Date of Expiry: [Date]
[Authorized Person’s Name] will be presenting their government-issued ID [ID Type and Number] for verification purposes. They are authorized to collect my passport and make no changes to it.
Thank you for your assistance.
Sincerely,
[Your Signature]
[Your Name]
______________________________
[Authorized Person’s Signature]
[Authorized Person’s Name]
Example 6: Authorization Letter for a Relative
Dear [Embassy/Agency Name],
I, [Your Name], hereby authorize my [Relationship], [Authorized Person’s Name], to claim my passport on my behalf. The passport details are as follows:
Passport Number: [Number]
Date of Issue: [Date]
Date of Expiry: [Date]
[Authorized Person’s Name] will be presenting their government-issued ID [ID Type and Number] for verification purposes. They are authorized to collect my passport and make no changes to it.
Please assist them in completing the necessary procedures.
Thank you for your cooperation.
Sincerely,
[Your Signature]
[Your Name]
______________________________
[Authorized Person’s Signature]
[Authorized Person’s Name]
Example 7: Authorization Letter for a Company Representative
To Whom It May Concern,
I, [Your Name], hereby authorize my company representative, [Authorized Person’s Name], to claim my passport on my behalf. The passport details are as follows:
Passport Number: [Number]
Date of Issue: [Date]
Date of Expiry: [Date]
[Authorized Person’s Name] will be presenting their government-issued ID [ID Type and Number] for verification purposes. They are authorized to collect my passport and make no changes to it.
Please do the needful in assisting them with the process.
Thank you for your kind attention.
Sincerely,
[Your Signature]
[Your Name]
______________________________
[Authorized Person’s Signature]
[Authorized Person’s Name]
Frequently Asked Questions
Can I authorize anyone to claim my passport?
No, only certain individuals are allowed to claim your passport on your behalf. This includes family members, legal guardians, spouses, and authorized representatives. Make sure to check with your embassy or passport agency for their specific guidelines.
Do I need to provide a copy of my passport?
No, you don’t need to provide a copy of your passport. However, you need to provide the passport number and details in your authorization letter, as well as the name and identification details of the person you’re authorizing.
Can I authorize someone to make changes to my passport?
No, you can only authorize someone to collect your passport. They are not allowed to make any changes to it or perform any other actions on your behalf.
What should I do if I need to cancel the authorization?
If you need to cancel the authorization, you can do so by sending a letter to the embassy or passport agency. Make sure to include your name and passport details, as well as the name of the person you authorized and the purpose of the authorization.
Can I authorize someone to claim my passport if I’m not in the same country?
Yes, you can authorize someone to claim your passport even if you’re not in the same country. However, you need to make sure that your authorization letter follows the guidelines of the embassy or passport agency in the country where your passport was issued.
Can I authorize someone to claim my passport if it’s already expired?
No, you cannot authorize someone to claim your expired passport. You need to renew your passport first before you can claim it again.
Conclusion
An authorization letter is a simple but important document that can help you claim your passport without being physically present. By following the tips and examples provided in this article, you can ensure that your authorization letter is properly formatted and contains all the necessary information. Remember to keep it formal and professional, and make sure to provide the necessary identification documents to the person you’re authorizing. With a proper authorization letter, you can have peace of mind knowing that your passport is safe and secure.