How to Write an Authorization Letter

How to Write an Authorization Letter: Complete Guide for Filipinos

Estimated reading time: 7 minutes

Why This Matters: The Real Cost of Getting It Wrong

You need someone to collect your documents from a government office, handle a bank transaction, or represent you in a legal matter. It seems simple enough, right? Write a quick note authorizing them to act on your behalf, and you’re done. But here’s what actually happens when an authorization letter is poorly written or legally insufficient:

Your designated representative shows up at the bank with your letter, and the bank officer reviews it for just 30 seconds before sliding it back across the desk. “This won’t work,” they say. Why? The letter lacks a specific scope of authority. It’s too vague. Maybe it’s missing your ID number. Or perhaps it’s not notarized when it should be. Now your representative leaves empty-handed, you’ve wasted time, and you still don’t have what you need.

This happens to Filipinos every single day, causing unnecessary delays in loan approvals, delayed salary withdrawals, missed document deadlines, and frustrated representatives caught in the middle. The frustrating part? The solution is straightforward, but only if you know what institutions and government agencies actually require.

Here’s the truth: Authorization letters are legal documents. They carry real weight in Philippine law. Getting them right isn’t just about following a template; it’s about understanding what makes them enforceable, what institutions demand, and how to protect yourself from liability. If you’re uncertain about any aspect of your letter, or if you need professional assurance that your authorization letter will be accepted on the first try, PremiumResearchers can prepare a legally compliant letter for you. Our team understands Philippine legal standards, institutional requirements, and the specific details that determine whether your letter gets accepted or rejected.

What Is an Authorization Letter?

An authorization letter is a formal written document in which you (the principal) voluntarily grant another person or organization (the agent) the legal authority to act on your behalf. It’s not a casual favor or a handwritten note. It’s a binding legal document that establishes a clear principal-agent relationship recognized under Philippine law.

When you sign an authorization letter, you’re essentially saying: “I authorize this person to perform these specific actions on my behalf, and I accept responsibility for their actions within the scope of this authorization.” This is why the language, specificity, and format matter tremendously.

Key Differences from Other Documents

An authorization letter is different from a power of attorney (which involves more extensive legal authority and typically requires notarization), and it’s different from a simple permission slip. An authorization letter exists in a middle ground where it’s formal enough to be legally binding, but not so complex as to require extensive court procedures. However, Philippine institutions often have specific requirements about what they’ll accept, making consistency and proper format essential.

When Do You Actually Need an Authorization Letter?

Understanding when you actually need an authorization letter versus when a simple explanation will suffice is important. Here are the real-world situations where Filipino institutions will demand one:

Financial and Banking Transactions

• Withdrawing funds from your account when you cannot be present
• Depositing checks or money on your behalf
• Inquiring about account balances or transaction history (some banks require this)
• Applying for loans or credit products using your authority
• Managing investment accounts or portfolio decisions
• Paying bills from your account

Government Agency Transactions

• Collecting documents from Bureau of Internal Revenue (BIR), PSA, or other government offices
• Filing applications or permits on your behalf with government agencies
• Securing clearances, certifications, or official documents
• Handling property-related transactions with the Registry of Deeds
• Managing licensing or permit renewals

Educational and Institutional Matters

• Collecting academic transcripts or diploma from schools and universities
• Enrolling in courses on your behalf
• Obtaining certifications or credentials
• Handling student loan applications or financial aid matters

Legal and Administrative Matters

• Representing you in court proceedings or legal matters
• Signing contracts or agreements on your behalf
• Managing property sales or leases
• Handling insurance claims

The common thread? Whenever an institution needs to be assured that the person standing before them has genuine authority to act on your behalf, you need an authorization letter. Without it, they have no way to verify that your representative isn’t attempting fraud.

Essential Components That Make It Legally Valid

Not every letter that says “I authorize” is legally sufficient. Philippine institutions and agencies have specific requirements. Missing even one critical element can result in your letter being rejected. Here are the non-negotiable components:

1. Your Complete Information (The Principal)

This is your full legal name, residential address, and contact information. Some institutions require your identification number (National ID, Passport, Driver’s License, or Tax Identification Number). This identification number is critical—it’s what prevents someone else from forging a letter in your name. Include the type of ID and the actual number.

2. Authorized Person’s Complete Information

The person you’re authorizing needs to be clearly identified. Include their full legal name, residential address, and identification details (ID type and number). Many institutions insist on this because it’s how they verify that the person claiming authority is actually the person you authorized. Without this, your representative might face questioning, and the transaction could be delayed or denied.

3. Specific Scope of Authority

This is where many people go wrong. You can’t write “I authorize John to handle my affairs.” That’s too vague. Institutions need to know exactly what they can allow. Write something like: “I authorize John Doe to withdraw funds from my savings account number 123456789 up to a maximum of PHP 50,000, to deposit checks, and to request account balance information. He is NOT authorized to change my account details, apply for loans, or authorize other individuals on my behalf.”

Specificity protects you legally. If something goes wrong, you have documented exactly what you allowed. It also protects the institution—they know exactly what they’re permitting.

4. Duration of Authorization

Is this authorization valid forever, or only until a specific date? State it clearly. For example: “This authorization is valid until December 31, 2026” or “This authorization is valid for a period of six months from the date of this letter.” Open-ended authorizations can create legal complications and security concerns.

5. Date and Your Signature

The letter must be dated and signed by you in person. This proves that you actually authorized this letter at a specific point in time. Unsigned or undated letters are worthless in the eyes of most institutions. Your signature should match what institutions have on file for you (such as your signature on your ID or bank card).

6. Notarization (When Required)

Some authorization letters require notarization by a public notary. This is especially true for real estate transactions, property disputes, or significant financial matters. A notary public verifies your identity and witnesses your signature, adding a layer of legal credibility. We’ll cover notarization requirements in detail in a later section.

The Correct Structure and Format

Authorization letters follow a consistent structure in the Philippines. Following this format increases the likelihood that institutions will accept your letter on the first submission:

Header Section

Place your name, address, and contact information at the top of the page. Include the date you’re writing the letter. This should be formatted like a standard business letter.

Recipient Information

Add the name and address of the institution or person who will receive this letter (the bank official, school registrar, government agency representative, etc.). This shows the letter is specifically directed to them.

Subject Line

A clear subject line immediately tells the recipient what the letter is about: “Authorization Letter for Bank Transaction,” “Authorization Letter for Document Collection,” etc.

Salutation and Body

Use a formal greeting: “Dear [Name of Official],” or “To Whom It May Concern,” if you don’t have a specific name. The body should contain your introduction, clear authorization statement, scope of authority, duration, and closing remarks. Write in clear, professional language.

Signature Block

Include space for your signature, your printed name, your ID number, and the date you signed. Some letters also include your contact information again for easy reference.

Philippine Legal Requirements and Notarization Rules

Understanding Philippine legal requirements is crucial because different institutions have different standards. What works for one situation might not work for another.

General Legal Requirements

Under Philippine law, authorization letters must be clear, specific, and signed by the person granting authority. The letter must contain sufficient information to identify both parties and the scope of authority. These aren’t just suggestions—they’re legal requirements that determine whether a court would enforce your authorization.

The Civil Code of the Philippines recognizes agency relationships, and authorization letters are the primary way to establish them. Courts have repeatedly ruled that ambiguous or vague authorization letters may not be enforceable, leaving both the principal and agent vulnerable.

When Notarization Is Required

Not all authorization letters require notarization, but many do. Here’s when you definitely need it:

• Real Estate Transactions: Any authorization involving property sales, leases, mortgages, or Registry of Deeds matters requires notarization.
• Government Agency Matters: Most government offices, especially BIR, PSA, and local government units, require notarized authorization letters for representative transactions.
• Large Financial Transactions: Banks often require notarization for authorizations involving significant withdrawals, loans, or account changes.
• Court Proceedings: Any authorization related to legal representation must be notarized.
• Insurance Claims: Insurance companies typically require notarized authorization letters.

How the Notarization Process Works

You take your authorization letter and your valid ID to a public notary (usually found in law offices, banks, or government offices). The notary will verify your identity, watch you sign the letter, and then stamp and sign it themselves. This creates an official record that you, the person identified in your ID, actually authorized this document at a specific time and place. The notary’s seal and signature add legal weight that institutions trust.

Notarization costs typically range from PHP 100-500 depending on the notary and complexity. It’s a small price for legal security and institutional acceptance.

When Notarization Might Not Be Required

Simple authorization letters for routine matters like collecting documents from schools or for basic administrative transactions might not require notarization. However, when in doubt, it’s better to get it notarized. An over-notarized letter is still valid; an under-notarized letter might get rejected.

Common Mistakes That Get Letters Rejected

Institutions reject authorization letters every day for preventable reasons. Understanding these mistakes helps you avoid them:

Using Vague or Ambiguous Language

The most common mistake is writing something like: “I authorize Maria Santos to handle my affairs.” What affairs? Forever? In what context? Banks and government offices will reject this because they don’t know what you’re actually allowing. Be specific: “I authorize Maria Santos to collect my academic transcript from the University of the Philippines Diliman and submit my job application on my behalf, valid until March 31, 2026.”

Missing or Incomplete ID Information

Institutions need ID numbers to verify you’re not someone impersonating the actual person. If you don’t include your ID type and number, and your authorized person’s ID details, the letter will likely be rejected. Don’t assume institutions will look this up—they won’t.

Unsigned or Improperly Signed Letters

An unsigned letter is legally worthless. Institutions need your actual signature to verify you consented to this. Photocopied signatures or typed names don’t count. Similarly, signatures that don’t match your ID signature can cause problems.

Lack of Clear Duration

Saying “valid until further notice” creates confusion. Does “further notice” mean the institution needs to call you? Institutions prefer specific dates: “valid until December 31, 2026” or “valid for six months from the date hereof.”

Missing Notarization When Required

This is a deal-breaker for many transactions. If a bank, government agency, or institution requires notarization and your letter isn’t notarized, it will be rejected. When in doubt, get it notarized.

Poorly Formatted or Handwritten Letters

While handwritten letters are technically acceptable, they look unprofessional and institutions sometimes question their authenticity. Typed, professionally formatted letters are taken more seriously and appear more credible.

If you’re uncertain about any aspect of your authorization letter—whether it meets legal requirements, if it needs notarization, or if it will be accepted—contact PremiumResearchers. Our legal writing experts understand Philippine institutional requirements and can ensure your letter is accepted on the first try.

Sample Templates for Different Situations

Here are professionally formatted templates for common authorization letter situations. Customize them with your specific details:

Authorization Letter for Bank Transactions

[Your Full Name]
[Your Complete Address]
[Your Phone Number]
[Date]

[Bank Manager's Name or "To Whom It May Concern"]
[Bank Name]
[Bank Address]

Subject: Authorization Letter for Bank Transactions

Dear [Bank Official's Name],

I, [Your Full Name], holder of [ID Type] number [Your ID Number], hereby authorize [Authorized Person's Full Name], holder of [ID Type] number [Authorized Person's ID Number], to perform the following transactions on my behalf at [Bank Name] for account number [Your Account Number]:

1. Withdraw funds up to PHP [Amount] per transaction
2. Deposit checks and cash
3. Inquire about account balance and transaction history
4. Request bank statements and certificates

This authorization is NOT valid for:
- Changing account details or authorized signatories
- Applying for loans or credit products
- Closing the account
- Authorizing other individuals on my behalf

This authorization is valid from [Start Date] until [End Date].

I hereby confirm my consent for the above-mentioned person to act on my behalf for the specified transactions. Should you have any questions, please contact me at [Your Phone Number] or [Your Email].

Sincerely,

[Your Signature]
[Your Printed Full Name]
[Your ID Type and Number]
[Date Signed]

Authorization Letter for Document Collection

[Your Full Name]
[Your Complete Address]
[Your Phone Number]
[Date]

[Institution Name - e.g., University Registrar]
[Institution Address]

Subject: Authorization Letter for Document Collection

Dear [Official's Name or "To Whom It May Concern"],

I, [Your Full Name], a [Student/Graduate] of [Institution Name], with student/employee ID number [Your ID Number], hereby authorize [Authorized Person's Full Name], holder of [ID Type] number [Authorized Person's ID Number], to collect the following documents on my behalf:

1. Academic Transcript (Original Copy)
2. Diploma/Certificate
3. Certified Enrollment Certificate
4. [Any other specific documents]

The authorized person is permitted to receive these documents, sign any required acknowledgment forms on my behalf, and take possession of said documents.

This authorization is valid until [Specific Date/End of semester].

I am responsible for all actions undertaken by the authorized person within the scope of this authorization. Should you require further verification, please contact me at [Your Phone Number] or [Your Email].

Sincerely,

[Your Signature]
[Your Printed Full Name]
[Your ID Type and Number]
[Date Signed]

Authorization Letter for Government Agency Matters

[Your Full Name]
[Your Complete Address]
[Your Phone Number]
[Date]

[Agency Name - e.g., Bureau of Internal Revenue]
[Agency Address]

Subject: Authorization Letter for Government Transaction

Dear [Official's Name or "To Whom It May Concern"],

I, [Your Full Name], holder of [ID Type] number [Your ID Number], hereby authorize [Authorized Person's Full Name], holder of [ID Type] number [Authorized Person's ID Number], to act as my representative in all matters relating to [Specify Purpose: e.g., "the processing and filing of my income tax return (Form 1700) for tax year 2025"].

The authorized person is empowered to:
1. Submit required documents and forms on my behalf
2. Communicate with agency personnel regarding my case
3. Receive information about processing status
4. Collect approval letters, certifications, or clearances
5. [Any other specific authority]

This authorization is valid from [Start Date] until [End Date].

I am fully responsible for all transactions conducted by this authorized person. For any concerns or to revoke this authorization, please contact me at [Your Phone Number] or [Your Email].

Sincerely,

[Your Signature]
[Your Printed Full Name]
[Your ID Type and Number]
[Date Signed]

Authorization Letter for Property-Related Matters (Notarized)

REPUBLIC OF THE PHILIPPINES
[Province/City]
BEFORE ME, THE UNDERSIGNED NOTARY PUBLIC...

[Your Full Name]
[Your Address]
[Your ID Type and Number]

HEREBY AUTHORIZE AND APPOINT [Authorized Person's Full Name]
[Authorized Person's Address]
[Authorized Person's ID Type and Number]

to be my true and lawful attorney-in-fact to act in my name, place and stead for the purpose of:

1. Managing my property located at [Complete Property Address]
2. Filing or receiving documents related to said property
3. Representing me in all dealings with the Registry of Deeds
4. Negotiating rental or sale of the property
5. Entering into contracts on my behalf regarding this property

The authorized person is empowered to perform all acts necessary to accomplish the above-mentioned purpose, including signing documents on my behalf.

This authorization is valid until [Specific Date/Indefinite].

I hereby certify under oath that I am of sound mind and that I voluntarily grant this authorization.

[Your Signature]
[Your Printed Name]

NOTARIZED this [Date] in [City/Province].

[Notary Public's Name and Signature]
[Notary License Number]
[Notary Commission Period]

Step-by-Step Writing Process

Follow these steps to ensure you create a legally sound authorization letter:

Step 1: Determine Your Exact Needs

Before writing, clearly define what you need authorized. Don’t write a general letter hoping it covers everything. Write: “I need someone to collect my birth certificate from PSA” or “I need my representative to withdraw PHP 10,000 from my account.” Be specific.

Step 2: Check Institution Requirements

Call ahead or check the institution’s website. Ask: “What format do you require for authorization letters? Do you require notarization? What information must be included?” This saves you from writing a letter that gets rejected.

Step 3: Gather Necessary Information

Collect your ID, your authorized person’s ID, account numbers (if relevant), property details (if relevant), and any other specific information the institution requested. Don’t rely on memory—write it down.

Step 4: Use the Appropriate Template

Select the sample template most closely matching your situation and customize it with your actual information.

Step 5: Review for Clarity and Completeness

Read through your letter multiple times. Is everything clear? Could someone misinterpret what you’ve written? Does it include all required information? Have someone else read it—fresh eyes catch mistakes.

Step 6: Print and Sign

Print the letter on clean, professional paper. Sign it in person with the same signature you use on your ID. Date it on the day you sign.

Step 7: Notarize If Required

If the institution requires notarization (or if you’re unsure), take your signed letter and your ID to a public notary. The notary will verify your identity, watch you sign (or re-sign) the letter, and notarize it.

Step 8: Make Copies

Keep at least one copy for your records. Give the original to your authorized representative. Some institutions may require multiple originals.

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