Authorization Letter Format: 8 Samples for Documents, Bank and Office
Updated
The authorization letter format, what it must include, eight samples for common uses and the ID proofs to attach.
An authorization letter is a signed letter in which one person or organisation (the authoriser) permits another person (the authorised person) to act on their behalf for a specific task, such as collecting documents, a cheque book or a parcel, or representing a company at an office. It names both people, describes the task, gives the date or period of validity and includes the authorised person’s signature for verification. Attach ID proofs of both people.
This guide covers the format, a fill-in version, eight samples and the documents that offices usually check.
Key Takeaways
- Name the authoriser and the authorised person with ID details.
- Describe exactly one task, or a clearly limited set of tasks.
- State the date or validity period.
- Include specimen signatures of both people.
- Attach self-attested ID proofs; the authorised person carries the original ID.
Authorization Letter Format
| Part | What to write |
|---|---|
| Date | Date of writing |
| To, | The officer or office where the task will be done |
| Subject | Authorization to collect ___ on my behalf |
| Salutation | Dear Sir/Madam, |
| Authoriser | Your name, account or reference number, contact |
| Authorised person | Name, relationship, ID type and number (masked where possible) |
| Task and validity | What they can do and until when |
| Reason | Why you cannot go yourself (brief) |
| Signatures | Your signature; specimen signature of the authorised person |
| Enclosures | Self-attested ID proofs of both |
Keep it specific
Give only the powers needed for the task. For example, “to collect my cheque book” is safer than “to handle my bank account”. For wide or long-term powers, such as managing property, a registered power of attorney is used instead.
Write an Authorization Letter
Fill in the fields on the right. The letter updates as you type; print and sign it.
Date:
To,
[The Branch Manager],
[Office or branch name]
Subject: Authorization to [collect my cheque book] on my behalf
Dear Sir/Madam,
I, [your name], [account number XXXX4521], authorise [authorised person’s name], my [brother], to [collect my cheque book] on my behalf on [date], as I [am out of station].
His/her ID proof ([Aadhaar ending 1234]) and my ID proof are enclosed. Kindly allow him/her to complete this task.
Specimen signature of [authorised person’s name]: ____________
Yours faithfully,
[your name]
Phone: [phone number]
8 Authorization Letter Samples
Names, numbers and offices below are fictional. Numbers are masked; use your full details in the real letter only where required.
1. To collect a cheque book from the bank
Date: 7 November 2026
To,
The Branch Manager,
State Bank of India,
Civil Lines, Kanpur
Subject: Authorization to collect cheque book
Dear Sir,
I, Abhishek Tiwari, holder of savings account XXXXXXXX4521, authorise my brother, Ankit Tiwari, to collect my cheque book from your branch on 10 November 2026, as I am out of station.
Self-attested copies of both our Aadhaar cards are enclosed.
Specimen signature of Ankit Tiwari: ____________
Yours faithfully,
Abhishek Tiwari
Phone: 98XXXXXX34
2. To collect documents from a university
Date: 7 November 2026
To,
The Registrar,
University of Rajasthan,
Jaipur
Subject: Authorization to collect my degree certificate
Dear Sir,
I, Kritika Jain (Roll No. 21BCOM118, B.Com. 2024), authorise my father, Mr. Mahesh Jain, to collect my original degree certificate, as I am working in Pune.
Copies of my mark sheet, my Aadhaar and my father’s Aadhaar are enclosed.
Specimen signature of Mahesh Jain: ____________
Yours faithfully,
Kritika Jain
Northstar Consumer Goods Ltd.
Andheri East, Mumbai
Date: 7 November 2026
To,
The Assistant Commissioner,
GST Office, Mumbai
Subject: Authorization for Mr. Rohan Mehta
Dear Sir/Madam,
We authorise Mr. Rohan Mehta, Senior Accounts Executive (Emp. ID NCG-2214), to submit documents and attend the hearing on 12 November 2026 on behalf of Northstar Consumer Goods Ltd.
His employee ID and PAN copy are enclosed.
For Northstar Consumer Goods Ltd.,
Farah Khan
Head, Human Resources
4. To collect a parcel from the post office
Date: 7 November 2026
To,
The Postmaster,
Head Post Office,
Jodhpur
Subject: Authorization to collect speed post parcel
Dear Sir,
I, Mahesh Gehlot, authorise my neighbour, Mr. Suresh Bhati, to collect the speed post parcel (Article No. EXXXXXXXX5IN) addressed to me, as I will be away until 15 November.
Copies of our ID proofs are enclosed.
Yours faithfully,
Mahesh Gehlot
Date: 7 November 2026
To,
The Class Teacher,
Class III-B,
Ryan International School, Surat
Subject: Authorization to pick up my daughter
Dear Madam,
I authorise my sister, Ms. Nisha Patel, to pick up my daughter, Heer Patel of Class III-B, from school on 9 and 10 November 2026, as I am travelling.
A copy of Ms. Patel’s ID is enclosed; she will carry the original.
Yours sincerely,
Nirav Patel
Phone: 97XXXXXX50
6. To collect a passport
Date: 7 November 2026
To,
The Passport Officer,
Regional Passport Office,
Bhopal
Subject: Authorization letter
Dear Sir,
I, Priya Mishra (File No. BPXXXXXXXX12), request you to hand over my passport to my father, Mr. Ramesh Mishra, if your office permits collection by an authorised person.
Copies of our ID proofs are enclosed.
Yours faithfully,
Priya Mishra
7. To use a vehicle
Date: 7 November 2026
TO WHOM IT MAY CONCERN
I, Sandeep Joshi, owner of the car MH 12 XX 4455, authorise Mr. Rahul Pawar, holder of a valid driving licence, to drive my vehicle from 8 to 12 November 2026 for a family trip to Goa.
Copies of the RC, insurance and my ID are enclosed.
Sandeep Joshi
Phone: 99XXXXXX14
8. To collect a salary or experience certificate
Date: 7 November 2026
To,
The HR Manager,
Apex Healthcare Pvt. Ltd.,
Gurugram
Subject: Authorization to collect my relieving documents
Dear Ms. Arora,
I, Siddharth Bose (Emp. ID AH-2231), authorise my friend, Mr. Arjun Sen, to collect my relieving letter and experience letter from your office on 10 November 2026.
A copy of his ID is enclosed.
Regards,
Siddharth Bose
Documents to Attach
| Document | Why |
|---|---|
| Self-attested ID of the authoriser | Confirms who gave permission |
| Self-attested ID of the authorised person | Office matches it with the original |
| Reference documents | Account number, file number, receipt or order copy |
| Company letterhead and seal | For company authorisations |
Some offices, such as banks and passport offices, have their own rules on who may collect items. Therefore, confirm with the office before sending someone.
What the Office Checks
When the authorised person arrives, the office usually matches three things. First, it checks that the authorization letter is signed by the account holder or document owner. Next, it compares the authorised person’s original ID with the copy attached. Finally, it may compare the specimen signature on the letter with the signature the person gives at the counter. If anything does not match, the office may refuse the request.
| Check | Tip |
|---|---|
| Authoriser’s signature | Sign as in your bank or office records |
| Authorised person’s ID | Carry the original of the ID attached |
| Specimen signature | Ask the person to sign the letter in advance |
| Validity | Mention dates so that the letter is not reused |
Mistakes to Avoid
- Vague powers. Name the exact task.
- No dates. Limit the validity period.
- Missing signatures. Include the authorised person’s specimen signature.
- Sharing full ID numbers unnecessarily. Masked numbers are safer where accepted.
- Using a letter for big decisions. Property and long-term matters need a power of attorney.
Related Guides
For other bank requests, see our application to bank manager samples. The formal letter writing guide explains the layout. For collecting relieving documents, read the relieving letter format.
Frequently Asked Questions
It is a signed letter in which one person or company permits another person to act on their behalf for a specific task, such as collecting documents or representing them at an office.
Date, receiver, subject, names of the authoriser and authorised person, ID details, the task, validity period, reason, signatures and enclosed ID proofs.
No. An authorization letter covers a limited task. A power of attorney is a formal legal document for broader or long-term powers.
Usually not for simple tasks such as collecting documents. Some offices may have special requirements, so check first.
Yes. It is printed on letterhead and signed by an authorised signatory, naming the employee and the task.
For the dates or period stated in it. If no period is stated, offices usually accept it only for the immediate task.
Final Check
Before you hand over an authorization letter, check the names, task, dates, signatures and attachments. More workplace formats are in our office letters section.
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