Authorization Letter for Vehicle Pickup

An authorization letter for vehicle pickup is a written document in which a registered vehicle owner gives a named person permission to collect their vehicle from a tow yard, impound lot, or repair shop. It is used when you, as the owner, cannot be there in person to present your ID and sign the release paperwork.

Tow yards and impound facilities routinely refuse to hand over a vehicle to anyone whose name does not match the registration unless they have clear, verifiable written authority from the owner. A notarized letter satisfies that requirement because a neutral third party has confirmed your identity and witnessed your signature.

The most common scenario is a vehicle towed or impounded while you are away, out of province, or otherwise unable to attend the lot in person. Storage fees accumulate daily, so getting authorization to a trusted person quickly can save significant money.

The letter must contain enough detail for the tow yard to verify both your identity as the owner and the identity of the person you are sending. Our form collects the following.

An authorization letter is not legally required to be notarized in Ontario. However, most impound lots and tow companies will only accept a notarized copy because they face liability if they release a vehicle to the wrong person. The notary's seal proves that an independent professional verified your identity and watched you sign, which protects the yard from fraud claims.

Call the specific facility before your appointment to confirm whether they accept a scanned or photographed copy of the notarized letter, or if they require the physical original.

The appointment takes about 10 minutes. The notary verifies your identity, watches you sign, and applies the seal. You can then send the sealed letter to the authorized person.

Once you have the notarized letter in hand (or a clear scan, if the yard accepts it), the person picking up the vehicle should bring their own government-issued photo ID matching the name on the letter, a copy of the vehicle registration, proof of insurance (some yards require this), and payment for all outstanding towing and storage fees. The authorization letter covers the release of the vehicle itself; payment is a separate matter between you and the person picking it up.

If you are still within Ontario, virtual commissioning is available under O. Reg. 431/20: the notary witnesses your signature over two-way video, provided both parties are in Ontario during the call. If you are outside the province entirely, you will need to have the letter notarized locally and then send it to the authorized person. Check whether the tow yard accepts out-of-province notarizations before proceeding.