Complete guide to authorization letters - when you need them, how to write them, and when notarization is required. Includes templates and examples for common situations.
MN
Minutes Notary
Notary Public • Ottawa, ON
What Is an Authorization Letter?
An authorization letter is a formal document that grants someone else the power to act on your behalf for specific purposes. It's simpler and more limited than a Power of Attorney, typically used for one-time or short-term situations.
This guide covers the most common types of authorization letters, when they need notarization, and how to write them properly.
Authorization Letter vs. Power of Attorney
Understanding the difference helps you choose the right document:
Usually requires notarization: Recommended, especially for medical authorization.
6. Vehicle Authorization
Allows someone to use or manage your vehicle.
Common uses:
Driving abroad
Registration renewal
Insurance claims
Selling a vehicle
Usually requires notarization: Often required for official transactions.
7. Property Authorization
Allows someone to manage property matters.
Common uses:
Utility connections
Rental management
Property viewings
Maintenance decisions
Usually requires notarization: Recommended for official transactions.
When Is Notarization Required?
Typically Required
Government agency submissions
Bank and financial transactions
International use
Legal proceedings
Property transactions
Medical authorization (for treatment decisions)
Recommended But Not Required
Employer-related authorizations
School authorizations
Package pickup
Information requests
Usually Not Required
Internal company authorizations
Informal arrangements
Low-stakes situations
When in doubt, get it notarized. It adds credibility and may prevent rejection.
How to Write an Authorization Letter
Essential Components
Every authorization letter should include:
1. Header Information
Your full legal name
Your address
Your contact information
Date
2. Recipient Information
Name of organization or person receiving the letter
Their address
Reference numbers (if applicable)
3. Subject Line
Clear statement of purpose:
"RE: Authorization for [Person's Name] to [Action]"
4. Body of Letter
Paragraph 1: Your Identity
Your full name
Identifying information (ID number, account number, etc.)
Paragraph 2: The Authorization
Full name of authorized person
Their identifying information
Specific powers granted
Duration of authorization
Paragraph 3: Limitations
What they cannot do
Time limits
Any conditions
5. Closing
Your signature
Printed name
Date
Space for notary certificate (if applicable)
Sample Authorization Letter Template
[Your Full Legal Name]
[Your Address]
[City, Province, Postal Code]
[Phone Number]
[Email Address]
[Date]
[Recipient Name/Organization]
[Address]
[City, Province, Postal Code]
RE: Authorization for [Authorized Person's Name] to [Specific Action]
Dear Sir/Madam,
I, [Your Full Legal Name], holder of [ID type] number [ID number],
residing at [Your Address], hereby authorize:
[Authorized Person's Full Legal Name]
[Their Address]
[Their ID Type and Number]
to [specific action being authorized] on my behalf.
This authorization is valid from [Start Date] to [End Date] and is
limited to [specific limitations or conditions].
The authorized person may:
• [Specific power 1]
• [Specific power 2]
• [Specific power 3]
The authorized person may NOT:
• [Limitation 1]
• [Limitation 2]
Please contact me at the above number if you have any questions or
require verification.
Thank you for your cooperation.
Sincerely,
_______________________
[Your Signature]
[Your Printed Name]
Date: _______________
---
[NOTARY CERTIFICATE - if required]
Specific Authorization Letter Examples
Example 1: Document Pickup
I, [Name], hereby authorize [Person's Name] to collect my
[type of document] from [Organization] on my behalf.
This authorization is valid for one-time use on or before [Date].
My reference number is [Number].
Example 2: Bank Authorization
I, [Name], account holder of [Account Type] account number [Number]
at [Bank Name], hereby authorize [Person's Name] to:
• Inquire about my account balance
• Request account statements for the period [dates]
• [Any other specific actions]
This authorization is valid from [Date] to [Date].
Example 3: Medical Records Request
I, [Name], date of birth [DOB], hereby authorize [Hospital/Clinic]
to release my medical records to [Person's Name] for the purpose
of [reason].
This authorization covers records from [Date] to [Date] related to
[specific condition or all records].
This authorization expires on [Date].
Example 4: Child School Authorization
I/We, [Parent Names], parents/guardians of [Child's Name],
date of birth [DOB], hereby authorize [Person's Name] to:
• Pick up our child from [School Name]
• Receive information about our child's progress
• Sign permission forms for [specific activities]
This authorization is valid for the [School Year] academic year.
Emergency contact: [Phone Number]
Getting Your Authorization Letter Notarized
What to Bring
The authorization letter (unsigned)
Valid government-issued photo ID (passport or driver's license)
Information about the authorized person (their full name, ID details)
Any reference numbers for the matter
The Process
We verify your identity
You sign the letter in our presence
We add our notarial certificate
You receive the notarized letter
What We Provide
Official notary seal
Notarial certificate
Date verification
Identity confirmation
Tips for Effective Authorization Letters
✓ Be Specific
Clearly define what the person can and cannot do. Vague authorization can lead to problems.
✓ Include Time Limits
Specify when the authorization:
Begins
Ends
Or describe the specific event that ends it
✓ Use Clear Identification
Include enough information to identify:
Yourself
The authorized person
The subject matter
✓ Keep Copies
Always keep a copy for your records.
✓ Verify Requirements
Before writing, check with the recipient organization:
What format do they accept?
Do they have their own form?
Is notarization required?
✓ Consider Alternatives
For ongoing or complex needs, a Power of Attorney may be more appropriate.
Common Authorization Letter Mistakes
❌ Being Too Vague
"I authorize John to do whatever is needed" is problematic. Be specific.
❌ Missing Identification Details
Include full names and ID numbers for everyone involved.
❌ No Expiration Date
Open-ended authorizations can be misused. Set time limits.
❌ Pre-Signing
If notarization is needed, don't sign until you're with the notary.
❌ Wrong Person's Information
Double-check names, ID numbers, and spelling.
Authorization Letters for International Use
If your authorization letter will be used in another country:
