By: Robert Noyes
Authorization Letters authorize someone to do tasks for you that normally require your presence to get them done. These tasks are more than picking up dry cleaning. They are used to authorize someone else to make important decisions for you. Take writing these letters very seriously. In order to have many important errands in life accomplished by others, a professional authorization must be written. Examples such as signing for important documents on a professional level or picking up children from day care on a personal level will definitely require these letters. Many establishments will have their own but some may ask that you draft one for them.
Wording
1. Our example above words this letter professionally ensuring that whoever the reader happens to be will understand that this is strictly business.
2. In our letter, after the opening paragraph and list of items, we’ve remarked that the named person can make decisions for us but we gave a contact number for us in the event unforeseen events arise.
Format
1. Use the Full Block format arrangement for Authorization Letters:
a. to the left margin of the letter header place the return address
b. make two carriage returns
c. directly below the return address, place the date
d. make two carriage returns
e. directly below the date, place the reader’s address
f. make three carriage returns
g. if necessary, include a reference line
h. begin your letter
i. begin each paragraph at the left margin
j. place the closing, signature and typed signature at the left margin.
Tone
1. Ensure your tone is professional and straightforward throughout the letter.
Email
1. With time being as critical to everyone as it is, sending an Authorization Letter via email is now becoming increasingly more accepted.
a. Send your letter in the same format as you would for snail mail – this conveys to the reader that you took the time to create a professional correspondence.
b. Depending on the circumstances, send the message from the appropriate email account: personal email account for a personal correspondence, professional email account for professional correspondence.
Printing
1. Before printing, decide on what paper to use. For Authorization Letters, common bond paper will work.
2. Print your letter and envelope on the same printer using the same font and an envelope that matches the stationery.
Signature
1. Make three carriage returns between the closing and your typed signature. Inside this space, sign your name for professional correspondence. For personal correspondence, there is no need for a typed signature. Simply, sign your name.
