How to write an Authorization Letter for Claims: Free Claim Authorization Template 

What is an Authorization Letter for Claims?

An authorization letter for claims is used to permit another person (the “authorized person”) to claim or receive something on your behalf; whether it be a package, an amount of money, or certain documents. This letter is given to a third party individual or organization who is in possession of the item which you are to collect, and communicates that you have appointed an authorized person to collect it instead.

When do you need an Authorization Letter for Claims

You may require an authorization letter for claims (also known as a proxy claim letter) when you have items in the possession of a third party individual or organization, but you cannot collect the items yourself. You may be sick, away for a trip, or simply too busy and wish for another person to collect the item for you. Often, the authorized person is somebody whom you trust to collect the item on your behalf, such as a family member, friend, or a colleague. 

Purpose of an Authorization Letter for Claim

It is important to put permission for an authorized person to collect the relevant item on your behalf in writing. This is because the organization releasing the item(s) (such as the bank, government office, or other organization) may require written authorization proving that your authorized person has your express permission to collect the items on your behalf. 

How it works

An authorization letter for claims is often in the form of a short and simple letter or email, which is sent to the organization releasing the item(s). Usually, this letter will include:

• the full names of yourself and the authorized person;
• the dates of the period which the authorized person is authorized to collect the item;
• a description of the items to be collected (such as the ID number of document or parcel);
• your reason for absence explaining why you are unable to collect the item yourself; and 
• your signature. 

Consequences of not submitting an Authorization Letter for Claims

If the organization releasing the item(s) does not receive such a letter in writing, they may deny passing the item to the authorized person for fear that they will incur legal liability (such as being sued by yourself for committing negligence) without receiving written proof of direct instructions from you. This is why it is important to put this permission in writing in order not to cause delays in the collection of the item. Some organizations may even charge you extra money for delaying collection, because they will be required to hold your item for a prolonged period of time. Worse, they may even dispose of your item after a prolonged period of time. 

Types of Authorization Letter for Claims

Authorization Letter for collection of documents

This grants a trusted friend or family member to collect documents on your behalf. The key is specifying the document to be collected, the authorized person, and the actions they can take.

An Authorization Letter should contain several key elements to ensure clarity, legality, and effectiveness. Here's what it should typically include:

1. Your Personal Information: Include your full name, address, contact details, and any other relevant identification information.
   
   
2. Recipient's Information: Address the letter to the appropriate individual, organization, or institution. Provide their name, address, and contact details.
   
   
3. Statement of Authorization: Clearly state that you are authorizing someone (the authorized person) to act on your behalf.
   
   
4. Authorized Person's Information: Provide the authorized person's full name, address, and identification details.
   
   
5. Scope of Authorization: Specify the actions or tasks the authorized person is allowed to perform on your behalf. Be as detailed as possible to avoid any ambiguity.
   
   
6. Authorization Period: Mention the start date and end date for the authorization. This sets the timeframe during which the authorization is valid.
   
   

The Letter of Authorization is a crucial legal document that enables someone to act on another's behalf. It should be written carefully, specifying the purpose and scope of the authorization, and it can be used in various personal, legal, and financial situations. Always ensure that the authorized person carries proper identification and understands their responsibilities.

Authorization Letter to Collect Certificate

This is a similar document to the above letter for the collection of documents, but pertains to collecting certificates.

Authorization Letter for Corporate Authority

This is a letter used in a corporate context enabling the authorized person to grant access to certain premises, accounts, rights, and more. It is an important document that serves to inform the recipient about the authorization granted to a specific individual or entity. 

How to fill in an Authorization Letter for Claims

1. Recipient Information: Address the document to the appropriate recipient to ensure it is processed correctly.
2. Fill in Personal Information: Provide full name and address of the authorized person.
3. Specify Authorized Actions: List the specific actions that the authorized person is allowed to perform on your behalf. In this case, it includes the collection of certain items listed in the letter.
4. Authorization Scope: Clearly state that any action beyond those listed requires further authorization from you, emphasizing the need for additional approval for any exceptional or unusual transactions.
5. Copy of Identification: Mention that a copy of the authorized person's identification is attached. Ensure that this copy is included when submitting the letter. Alternatively, include the authorized person’s ID number for verification.
6. Authorization Period: Define the start date and end date for the authorization. This establishes the timeframe during which the authorization is valid.
7. Contact Information: Provide your contact details, including a phone number. This allows the organization to reach out to you if they require further information or clarification.

How to use DocPro to create a claim authorization template for collection of documents

DocPro can help you save thousands of dollars by providing templates for professional use, including a letter of authority template. DocPro templates are created by lawyers and are tailored to the circumstances of your specific needs.

1. Log in to your account, then search and select “Authorization Letter”
2. Select the Authorization Letter for the collection of documents
3. Select “Create Your Document”
4. Fill in the details on the customization form, selecting “Next/Skip” to progress
5. Once you have completed entering the details of your letter (when the progress bar reaches 100%), select “Get Document”
6. The document should automatically begin downloading - but if not, select the download icon

Frequently Asked Questions

“Can I make further edits on the final document downloaded from DocPro?”

Yes, you can make further edits outside of DocPro’s editor. The default format for the downloaded document is in Word (.docx), so you can edit the document in Word if you wish.

“What are examples of items that can be authorized for somebody else to claim?”

Here are some examples of items and scenarios which you may authorize somebody else to claim on your behalf:

• A university transcript you cannot collect yourself because you have already returned to your hometown;
• An item you left behind at a hotel;
• A travel document you are too busy to pick up; or
• A package you ordered for your parents’ use instead of yourself.

“Is an Authorization Letter for Claims legally binding between me and the organization holding my item(s)?”

Unless an agreement is made and payment is passed from yourself to the organization holding the item specifically to release the item(s) to the authorized person, an authorization letter usually does not constitute a contract because it only serves to communicate to the organization that somebody else has permission to collect the item. Nonetheless, the fact that such a letter is not a contract does not usually matter, because most organizations are willing to release the item to an authorized person as long as written permission is evidenced in writing (unless the items are of particularly sensitive nature). 

“What should I put as the authorized period of collection?”

Leave a reasonable time frame in the letter for the authorized collector to collect the item(s) from the relevant organization. An unreasonably short time frame may cause inconvenience to the collector and organization who will have to re-confirm your authorization in case the time period has passed. Furthermore, the organization may not be able to accommodate an unreasonably long time frame by storing the item(s) for a prolonged period. 

“Who will incur legal liability in case the item(s) are lost or damaged before or after they are collected by the authorized person?”

This depends on the circumstances of the loss or damage and whether the organization discharging the item(s) or the appointed collector was at fault. It may even be the case that both such parties were partially at fault.

Example Authorization Letter for Claims Template

[Sender’s company letterhead, if any]

From,

[Sender’s full name]

[Sender’s address] 

[Sender’s telephone no.]

Date: [Year]/[Month]/[Date]

To,

[Organization’s full name]

[Organization’s address]

[Organization’s telephone no.]

Subject: Authorization letter to claim [Item(s) to collect]

To [Organization],

I, [Sender’s full name] of [Sender’s address], authorise [Authorized Person’s full name] to obtain from [organization’s full name] the [Item(s) to collect] during the period of [Year]/[Month]/[Date] to [Year]/[Month]/[Date]. 

I therefore provide [Authorized Person’s full name] with permission to act on my behalf and carry out the necessary activities to collect the [Item(s) to collect] from [organization’s full name, address optional]. [Authorized Person’s full name] must show a [Passport / ID card] for verification purposes bearing the identification number of [Authorized Person’s ID/passport number].

[Authorized Person’s full name] is not authorized to use the received [Item(s) to collect] for any purpose not mentioned in this letter without the consent of [Sender’s full name], nor is [Authorized Person’s full name] authorized to make any other decisions on behalf of [Sender’s full name] without written consent from [Sender’s full name].

I would be grateful if you could accept this letter of authorization as confirmation that I grant permission to [Authorized Person’s full name] to claim the [Item(s) to collect] from [Organization]. Thank you very much for your cooperation.

Best regards,

[Sender’s full name]

[Sender’s signature(s)]

[Date of signing signature]