Authorisation Letter Template

An authorisation letter lets someone you trust do something on your behalf — collect a parcel or document, pick up a child from school, speak to your bank or utility, or drive your car. This pack gives you editable letters for the most common situations, with guidance on the details organisations usually ask for.

What an authorisation letter must include

Common uses

• Collecting documents — passports, certificates, transcripts, licences or visas where the issuing office allows collection by a representative.
• Collecting parcels — from a post office or courier depot.
• School pick-up — allowing a named adult to collect a child.
• Banks and utilities — letting someone discuss or manage an account (many banks have their own forms or require a power of attorney for ongoing access).
• Vehicles — allowing someone to drive or collect your car, for example from a repair shop.
• Landlords and property — letting a relative or agent inspect, collect keys or deal with repairs.

Authorisation letter vs power of attorney

An authorisation letter is a simple, specific permission for a particular task or period. A power of attorney is a formal legal document that gives someone broad or ongoing authority over financial or health decisions, and usually has strict signing and witnessing requirements. Banks, government agencies and courts often require a power of attorney or their own forms for anything significant. If an organisation will not accept a letter, ask what they require.

Tips for getting it accepted

1. Call or check the organisation’s website first — many publish exactly what they need.
2. Be specific about the task, dates and references; vague letters are often refused.
3. Attach copies of both people’s photo ID and ask the authorised person to bring their original ID.
4. Sign in ink, and have the letter witnessed or notarised if the organisation asks.
5. Keep a copy for yourself.
6. For recurring tasks, state an end date so the permission does not last forever.

What is in the template pack

• General authorisation letter — adaptable to any task.
• Document collection letter — for certificates, passports and official documents.
• Parcel collection letter.
• Child pick-up authorisation — with emergency contact and allergy notes.
• Bank / utility account letter — for limited discussions and tasks, with a note on when a power of attorney is needed.
• Vehicle use letter — driver details, vehicle registration and dates.
• Revocation letter — to withdraw a permission.

Worked example

Maria is travelling when her new passport will be ready and asks her brother Tomás to collect it. Using the document collection template, she writes her full name, address and application reference, Tomás’s full name and ID number, the office address, and that he may collect only her passport between 10 and 24 June. She attaches a copy of her ID and his, signs and dates the letter, and checks the passport office’s website, which confirms that representatives may collect with a signed letter and original ID.

Who it is for

Anyone who needs someone else to handle a task for them: travellers, busy parents, older people with family helpers, students abroad and small-business owners delegating errands.

Formats

Editable Word (DOCX) letters with PDF copies. Replace the bracketed placeholders, delete lines you do not need and print on plain paper or letterhead.

A note on safety

Only authorise people you trust, give the minimum permission needed, and set an end date. Never include full bank card numbers, PINs or passwords in an authorisation letter. If a letter is lost or you change your mind, tell the organisation and use the revocation template.