Authorization letter is a written consent to authorize a person to give permission, approval and to delegate responsibility on your behalf. Such letters are used in situations like medical, legal, business and personal purpose. It covers an extensive range of responsibilities. You may write it to authorize a payment, to give permission either to attend a seminar or conference or to use something on your behalf.
Authorization letters are formal in nature and should be written on the standard business format. The letter should be brief and simple with all necessary details of the task. It covers all the relevant information regarding the authorization in a crystal clear and understandable manner.
It is written to make authorization without any kind of confusion or uncertainty.
The nature of the letter is very crucial and thus it is required to learn and practice how to write such a letter. Here are few tips for flawless writing.
Tips on how to write authorization letter
- It is written on a formal and professional tone. Hence, print your letter on your company letterhead.
- Use of proper language is essential. The receiver should be able to understand the full meaning of the content and the intention behind the letter.
- Initially, it is necessary that you clearly state the purpose of the authorization without any doubt or confusion. The type of work assigned and its details should be clear and simple to understand.
- Do not forget to mention the means and methods which you want the authorized person to follow, while performing a specific task. Your letter should be written in a way so that the reader can understand exactly what you want to convey.
- Write a subject line in your letter as it is always beneficial to let the reader know initially what the letter will be about.
- Address your letter to the proper authority with an appropriate salutation. If you are uncertain
about the addressee, write, “To Whom It May Concern” or “Dear Sir or Madame.”
- Clearly state the purpose of your letter in the opening paragraph.
- Provide complete detail about the person you are authorized with his/her full name how you are related. It is to ensure that the individual mentioned in the letter is the same person to whom you are transferring the responsibility.
- Mention the detail of the purpose or event and the date on which the authorization will be valid so that there can be no confusion.
- In the last paragraph give details of the date and time on which the authorization terminates. In case the period of authorization is indefinite, specify the beginning date and that the authorization will remain in effect, awaiting further notice.
- Always provide a contact number for further discussion regarding your letter.
- Close your letter with “Sincerely” or “Regards and your name with signature.
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