Authorisation Letter-Formats, Samples and Tips

Authorisation is the process of empowering management to another person. Similarly, an authorisation letter is typically written and sent as documentation that the person is authorised to act on behalf of someone else.

Although it is not difficult to craft an authorisation letter, it might be confusing at times as to which format to use and how to frame it accordingly.

How to write an authorisation letter? What are its uses?

In this article, we will learn more in detail about the authorisation letter format as well as look at a few authorisation letter samples for reference.

Table Of Contents:

• What is an Authorisation Letter?
• How to Write a Letter of Authorisation?
• What is the Authorisation Letter format?
• Tips & Guidelines to Write an Authorisation Letter
• Samples of Authorisation letter:
  • Sample 1 – An Authorisation Letter for Bank
  • Sample 2 – An Authorisation Letter for Post Master
  • Sample 3 – An Authorisation Letter for Bank Loan Officer
  • Sample 4 – An Authorisation Letter for Bangalore University
  • Sample 5 – An Authorisation Letter for Tata Motors Showroom
• Conclusion

What is an Authorisation Letter?

An Authorisation Letter is a formal and legal document, which is essential for delegating tasks or responsibilities to a trusted individual. This letter ensures clarity and avoids misunderstandings while providing written proof of permission. This letter fosters efficiency and convenience by enabling someone else to act on your behalf in a structured and legally acceptable manner.

An Authorisation Letter authorises a third party to act on behalf of the individual writing the letter. Therefore, this letter is very important in the banking sector, business, educational institutes, and other personal situations.

How to Write a Letter of Authorisation?

A Letter of Authorisation is a formal document that permits an individual or organisation to perform a specific action or represent an individual in certain matters.

Here is a guide to writing an authorisation letter effectively:

Format and Structure

• Use a formal letter format
• Include your contact information, the recipient’s information, and the date
• Use clear, polite, and professional language

Key Elements of an Authorisation Letter:

1. Heading: Include your name, address, and contact details
2. Date: Mention the date when the letter is written
3. Recipient's Details: Name, designation, and address of the person or organisation receiving the letter
4. Subject Line (optional): A brief indication of the letter's purpose
5. Salutation: Use “Dear or Respected [Recipient’s Name]” or “To Whom It May Concern”
6. Body: Clearly state:
   • Your intent (granting authorisation)
   • Details of the authorised person/organisation
   • Specific duties or responsibilities they are authorised to perform
   • Duration of the authorisation
7. Closing Statement: Reaffirm your intent and offer contact information for clarification
8. Signature: Your handwritten signature and your name in block letters

What is the Authorisation Letter format?

The format for crafting an authorisation letter is the same as for any other formal letter format. Similarly, an authorisation letter should include detailed information about the individual who needs to be approved as well as instructions on how to send the documents to the appropriate person.

Here is a step-by-step in detailed format:
Add Sender’s Details:
From,
[Sender’s Full Name]
[Sender’s  Address]
[City, State, Zip Code]
Date
[DD/MM/YYYY]
Add Recipient’s Details:
To,
[Recipient’s Full Name]
[Recipient’s Address]
[City, State, Zip Code]
Salutation
Subject [Authorisation to]
Body of the letter:
Declare what is being authorised.
Provide a precise detail.
Complimentary Closing
Signature
[Sender’s Full Name]

Tips & Guidelines to Write an Authorisation Letter

An Authorisation letter is a formal document which serves as strong proof, thus:

• It should be well organised and neatly signed.
• It should be written in a formal business/professional tone. 
• It should be written in a formal letter format by including the recipient's name, address and contact details on the left side of the page, followed by the date and the body of the letter.
• Instead of being demanding, the tone should be authoritative. 
• The body of an authorisation letter should be brief and to the point and make sure not to get too personal.
• Conclude the letter with a formal closing, such as "Yours Sincerely," or "Yours Faithfully," followed by your signature (if sending a hard copy) and printed name.

These are some of the essential tips and guidelines which can be used for crafting an Authorisation Letter.

Also Read: Master the Art of Formal Letter Writing.

Samples of Authorisation letter:

Here are some of the Samples of the Authorisation letter:

Sample 1 – An Authorisation Letter for a Bank:

From,
[Sender’s Full Name]
[Sender’s  Address]
[City, State, Zip Code]
Date: 28th Nov 2024
To,
The Manager
SBI- State Bank of India
Jayanagar 3rd Block Branch
Jayanagar,
Bengaluru, Karnataka 560011.
Respected Sir/Madam,
Sub:[Bank Account Access ]
I, Subash Chandra, hereby declare that my brother Vinay Kumar is authorised to manage my savings account on my behalf for as long as I am in the United States for official work. I appreciate the bank’s assistance in cooperating with my family to resolve the matter.
Here I am sharing my account details:
My bearing savings account number 123456789123 registered under my name Subash Chandra currently contains Rs 22,15,34,812/-.
All the required documents and identity proofs are attached with the mail for your further verification.
Please feel free to call me on my number 8794671597 for any clarification.
Yours Sincerely,
Signature
[Subash Chandra]

Sample 2 – An Authorisation Letter for Post Master:

From,
[Sender’s Full Name]
[Sender’s  Address]
[City, State, Zip Code]
Date: 28th Nov 2024
To,
The Postmaster,
Vijayanagara Post Office
17th Cross Rd, MRCR Layout,
MC Layout, Vijayanagar,
Bengaluru, Karnataka 560040.
Respected Sir/Madam,
Subject: [Authorisation to Collect my Registered Post]
I, Sumana Goud, hereby authorise my sister, Kavya Goud, holding valid identification [Pan card- WLRKT9437F], to collect my registered post on my behalf from your post office.
The registered post details are as follows:

Sender’s Name: [RBS Institute of Technology]
Date of Dispatch: [22nd November 2024]
Registered Post Number: [RP 987654321 IN]

Due to some sudden emergency, I am unable to collect the post by myself. I trust my sister Kavya Goud to collect and handle it responsibly on my behalf.
Please find the attached copy of my identification proof for further verification. Kavya Goud will also present her ID proof while collecting my registered post. 
For any further information, feel free to contact me at 8995547981
Thank you for your assistance.
Yours Sincerely,
Signature
[Sumana Goud]

Sample 3 – An Authorisation Letter for Bank Loan Officer:

From,
[Sender’s Full Name]
[Sender’s  Address]
[City, State, Zip Code]
Date: 28th Nov 2024
To,
The Loan Officer,
ICICI Bank Loan Dept
807, Pattalamma Temple Rd, 
Jayanagar 3rd Block, 
Bengaluru, Karnataka 560011
Subject: [Authorisation to Collect Loan Account Details]
Respected Sir/Madam,
I, Keerthana, holding the loan account number 397465571429, hereby authorise Mrs. Nitya Devi Prakash my mother bearing valid identification [Aadhaar number - 4576 2479 6579], to collect the details of my loan account on my behalf from your ICICI Jayanagar 3rd Block branch.
Due to my professional emergency, I have to be out of state for a week, hence I will not be able to visit the bank personally. I trust [Mrs. Nitya Devi Prakash] to receive the required information on my behalf.
Please find the attached copy of my identification proof [Aadhaar card] for further verification. Mrs Nitya Devi Prakash will also be presenting her original ID at the branch during her visit.
For any further information, feel free to contact me at 8664572958.
Thank you for your assistance.
Yours Sincerely,
Signature
[Keerthana]

Sample 4 – An Authorisation Letter for Bangalore University:

From,
[Sender’s Full Name]
[Sender’s  Address]
[City, State, Zip Code]
Date: 28th Nov 2024
To,
The Administration Block
BANGALORE UNIVERSITY,
Gandhi Marg, Gnana Bharathi,
Bengaluru, Karnataka 560056
Respected Sir/Madam,
Sub: [Issue of my Class 12 Certificates]
I, Diya Joseph, authorise my brother Derrin Joseph to act as my representative and collect my certificates including the original class 12 mark sheet, Transfer certificate, and Provisional certificates.
I request you to kindly hand over all the above-mentioned certificates to my brother on my behalf because I am out of town and will not be able to attend in person to collect the documents by the given deadline.
Hereby, I have attached documentation to assist you in identifying the authorised individual when he comes to pick up the certificates. 
Your kind assistance and cooperation are greatly appreciated. For any further information, feel free to contact me by phone or email.
Phone – 99437614973
Email – [email protected]
Thanking You,
Yours faithfully,
Signature
[Diya Joseph]

Sample 5 – An Authorisation Letter for Tata Motors Showroom:

From,
[Sender’s Full Name]
[Sender’s  Address]
[City, State, Zip Code]
Date: 28th Nov 2024
To,
MR. Joseph,
Sr. Asst Manager
Plot No 7A, Survey No 35,
Devasandra Ind Area,
KR Puram,
Bangalore, Karnataka- 560048
Respected Sir/Madam,
Sub: [Issue of my Car Documents ]
I, Samart Kumar, writing to allow my friend by name Subham Gupta, to collect my Car Registration certificate (RC) and other documents on my behalf because I am unable to do so due to some official emergency.
My driving license number is  DL14 20110012345, and the ID card (Pan Card) number of Subham Gupta is SAYWW1479G.
I appreciate your consideration in this regard. The letter is in effect until I send notice to the contrary. For any further information, feel free to contact me l@ 8874567894
Thanking You,
Yours Sincerely,
Signature
[Samart Kumar]

Conclusion

An authorisation letter is an important document that ensures clearness and confidence in empowering responsibilities or granting permissions. Whether it is for personal, professional, or legal purposes, writing a clear and concise authorisation letter helps avoid misconceptions and establishes a formal agreement between the involved parties.

By including all essential details, such as the plan, timeline, and the authorised individual's details, one can ensure this letter is effective and professional. Once after crafting an authorisation letter, always keep a copy of the letter for your reference and provide contact information for any needed clarifications.

A well-crafted authorisation letter not only conveys authority but also reflects your professionalism and attention to detail.
Stay tuned to our website at JAIN College, one of the Best PU Colleges in Bangalore and explore more in detail about an authorisation letter, its formats, samples and more.