There are many legal documents with which one has to deal with in their daily lives, both personally and professionally. Navigating the complexities of legal documents can prove daunting and an authorisation is no different. An authorisation letter is an important formal document allowing permission or transferring power from one party to another.
In this blog, we’ll explore everything you need to know about authorisation letters, including their structure, key elements, and common scenarios where they are essential. Stay informed and learn what is the authorisation letter and why you need it.
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What is an Authorisation Letter?
An authorisation letter is a formal document granting someone the legal authority to act on your behalf in specific situations. Whether it’s collecting important documents, accessing confidential information, or making decisions in your absence, an authorisation letter ensures your interests are safeguarded.
This simple yet powerful tool is commonly used in personal, professional, and legal contexts, providing clarity and preventing misunderstandings. It is an important document and in the absence of such a document, the authorised individual or entity may find it difficult to discharge the tasks assigned to him/her by the law.
Uses of an Authorisation Letter
An authorisation letter is an important legal document that is useful in various scenarios., Some of the important functions of the authorisation letter are as follows;
- Delegate Authority – It enables one party to delegate certain duties, responsibilities or privileges to a different party.
- Serve as Legal Proof – It works as a signed proof that the holder of the letter has the power to act on behalf of the issuer/original authority.
- Facilitate Processes – The authorised person can act on behalf of the author, making the formal and legal procedures quick and easy. For example, an authorisation letter can give the authority to someone to collect your passport from the issuing authority.
- Ensure Accountability – Authorisation letters state the roles and responsibilities of the authorised person leaving no room for ambiguity and ensuring accountability.
- Banking – An authorised party can legally perform banking activities on behalf of the author.
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How to Write an Authorisation Letter?
An authorisation letter is a formal legal document so it has to be drafted with utmost care. Writing an effective authorisation letter involves the following steps:
- Start with a Formal Salutation – Make sure the letter starts with the recipient’s first name or with their title and last name.
- Clearly State the Purpose – Describe how the authorisation is to be granted and the work that has to be carried out. Be precise as ambiguity can leave room for interpretation leading to confusion.
- Include Details of the Authorised Person – Provide the name, telephone number, e-mail address and ID number of the person being authorised.
- Mention the Duration – It is as important to explicitly indicate the validity period of the authorisation.
- Include Signatures – Lastly make sure to add the letter’s signature of the author, and the authorised person where necessary.
- Attach Supporting Documents – The author and the authorised person should attach copies of identification proof or any other document for identification.
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Sample Format of an Authorisation Letter
Drafting an authorisation letter can be a daunting task, especially since it is a legal document that is of significant importance.
Here is a sample template you can follow to write a proper authorisation letter;
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Phone number, E-mail address or other contact info]
[Date]
[Recipient’s Name/Designation]
[Address]
[City, State, ZIP Code]
Subject: Authorisation Letter
Dear [Recipient’s Name/Designation],
I, [Your Name], hereby authorise [Authorised Person’s Name], holding identification [Details of ID], to [specific task or responsibility]. This authorisation is valid from [start date] to [end date].
- [Specifically, point out the task(s)]
[Authorized person’s name] should have the authority to handle documents, make decisions, and undertake any necessary action related to the matters specified above within the written period.
Please find attached copies of my identification and that of [Authorised Person’s Name] for your reference. For any further details, please feel free to contact me at [contact details].
Thank you for your understanding and cooperation.
Sincerely,
[Your Signature]
[Your Contact Information]
Note: The format of the authorisation letter, especially the body of the letter may vary depending on the purpose of the letter.
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When Does the Authorisation Letter Need to Be Attested?
An authorisation letter may be sent for attestation by the concerned authorities under specific circumstances. Here are a few examples of when the authorisation letter needs to be attested;
- Legal Transactions – For issues such as title deed registration or legal cases, the authorisation letter needs to be attested.
- Overseas Use – When the letter is intended for use in another country it is required to be authenticated by the responsible authorities so it can be used as a legal document in the destination country.
- Institutional Requirements – An attested letter of authorisation may be required to pick up academic certificates or Medical records of someone.
- Government Processes – For use in specific applications or any business transaction with government agencies.
- Banking – A person with an attested authorisation letter can easily carry out financial transactions on behalf of the author.
Requirements for Authorisation Letter Attestation
For successful attestation of an authorisation letter, generally, the following requirements are necessary;
- Original Authorisation Letter – Signed and properly drafted letter of authorisation.
- Identification Proof – Original identification card of the author of the letter and the authorised person.
- Supporting Documents – Depending on the purpose of the authorisation letter, various supporting documents may be required for attestation.
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Conclusion
In conclusion, an authorisation letter is an efficient, useful, and flexible tool that can be utilised to empower people to delegate authority and handle different responsibilities efficiently.
Irrespective of a personal or professional setting, an authorisation letter serves as an official and legal means of delegating a particular person with due permission to handle your affairs.
Having precisely outlined its function, the usefulness of this tool, as well as vital specifications, you can utilise this straightforward yet effective document to organise the work effectively, minimise time spent on specific tasks, and ensure clarity in communication.
Note that crafting a well-written authorisation letter is not just about delegation—it is about trust, accountability, and ensuring that your interests are handled with care and precision.
Frequently Asked Questions
- How to write an effective letter of authorisation?
To draft a formal authorisation letter, use formal words, start with the salutation, include the duration of the authorisation letter, clearly mention the tasks being delegated and include the name, contact details and address of the author and the person being authorised.
- Is an authorisation letter attestation required?
Yes, an authorisation letter needs to be attested under specific circumstances. For example, to give someone in a foreign country the power to act on behalf of someone in India
- Who issues a letter of authorisation?
The person delegating power, responsibilities and so on issues a letter of authorisation.
- What’s the difference between a letter of authorisation and a power of attorney?
While both documents allow someone else to act on your behalf, there are subtle differences. An authorisation letter is valid for a short term with limited scope, whereas a power of attorney is usually more comprehensive.
- What is the validity of a letter of authorisation?
The validity period depends on the issuer as it has to be mentioned in the letter itself. An authorisation letter may be valid for a single specific task, a fixed period or until revoked.