Authorization Letter Philippines| Download Sample Or Generate Editable Templates For Free

Need an Authorization Letter sample urgently also don’t have time to write it? Don’t worry whether it’s for PSA, NBI, banks, or schools, we’ve got you covered. Use our free authorization letter generator, or browse ready-made samples, formats, and templates you can download right away weather in English or Taglog. Below, we’ll also explain what an authorization letter is, why it is important, and provide sample authorization letters you can use in different situations.

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What is an Authorization Letter?

An authorization letter is a formal document that allows another person (your representative) to perform a task, sign documents, or claim something on your behalf. In the Philippines, many government offices, schools, banks, and even private companies require a signed permission letter before they will release documents or allow transactions to someone other than the applicant.

What is Authorization Letter

Authorization Letter Sample

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How to Write an Authorization Letter?

Writing letter of authorization is simple if you follow the correct structure. Below is a step-by-step process you can use to make sure your letter is valid and accepted.

Step1: Start with the Date

Always begin your letter by writing the date at the top.

Step2: Address the Letter Properly

You can use “To Whom It May Concern” if the letter will be submitted to a general office. If you know the specific agency or office (e.g., PhilHealth Office, PSA, BPI Bank), address it directly for clarity.

Step 3: Introduce Yourself

State your full name and mention that you are authorizing another person to act on your behalf. Example:

“I, [Your Full Name], authorize [Representative’s Full Name]”

Step 4: Write the Name of Your Representative

Write the complete legal name of the person you are authorizing. Avoid using nicknames to prevent confusion.

Step 5: Clearly State the Task

Specify the exact purpose of the authorization, such as:

  • Claiming PSA Birth Certificate
  • Processing PhilHealth documents
  • Collecting salary or allowance
  • Claiming medical records

Step 6: Mention Attached Valid IDs

To validate the authorization, mention that you are attaching photocopies of your valid ID and your representative’s ID. Most offices in the Philippines require this. You can use the any of the following government issues id’s:

  • National ID
  • Philippine Passport
  •  Driver’s License
  • SSS
  • GSIS UMID
  • COMELEC

Step 7: End with a Polite Closing

Close your letter with a respectful phrase such as:

“Thank you for your assistance.”

This shows professionalism and courtesy.

Step 8: Sign Over Your Printed Name

At the bottom of the letter, sign your name above your printed name. This makes the document official and valid.

When Do You Need an Authorization Letter?

In the Philippines, many government and private institutions will not release documents or money to anyone other than the owner without a proper authorization letter. If you cannot personally appear, you’ll need to prepare one. Here are the most common situations where an authorization or legal consent letter is required:

When Do You Need Authorization Letter

PSA Certificates

You will need an authorization letter for PSA for claiming documents such as:

  • Birth certificates
  • Marriage certificates
  • Death certificates
  • CENOMAR (Certificate of No Marriage)

NBI Clearance

  • If you cannot appear personally, you can authorize a representative to claim or renew your NBI clearance.

School Records

Students and graduates often need letter of authorization to request:

  • Diplomas
  • Transcripts of Records (TOR)
  • Certificates of enrollment or grades

Bank Transactions

Banks in the Philippines ask for an authorization or consent letter for:

  • Claiming ATM cards or passbooks
  • Requesting bank statements
  • Handling small account-related requests (note: large transactions usually require a notarized SPA)

Government Agencies

Many government offices require consent letters for processing transactions in:

  • SSS (Social Security System)
  • PhilHealth
  • Pag-IBIG Fund
  • GSIS (Government Service Insurance System)

Money Claims

Used to authorize representatives to claim:

  • Salary or wages
  • Allowances
  • Remittances
  • Pension or retirement benefits

Legal Documents

For example:

  • Sandiganbayan Clearance
  • Barangay or Police Clearance (if allowed)
  • Notarized papers (depending on the situation)

Employment Purposes

Common uses include:

  • Claiming employment certificates
  • Submitting job requirements
  • Receiving back pay or final pay

Medical Records

Hospitals and clinics often require letter of authorization to release:

  • Laboratory results
  • X-rays and diagnostic reports
  • Other confidential medical documents

Courier Deliveries

Courier companies and offices may ask for authorization or permission letters for:

  • Claiming parcels or packages
  • Picking up IDs
  • Receiving official letters

Types of Authorization Letters in the Philippines

  1. Personal Authorization Letters
    • Claiming packages, allowances, IDs, ATM cards.
  2. Government Authorization Letters
    • Sample of authorization letter to claim documents for PSA, NBI, PhilHealth, SSS, Pag-IBIG, GSIS transactions.
  3. School Authorization Letters
    • Requesting TOR, diplomas, certificates, enrollment papers.
  4. Employment Authorization Letters
    • Sample authorization letter to claim money such as for claiming salaries, allowances, employment certificates.
  5. Medical Authorization Letters
    • Claiming medical test results, requesting hospital records.
  6. Financial Authorization Letters
    • Bank withdrawals, loan processing, insurance claims (often notarized).
  7. Transportation Authorization Letters
Types of Authorization Letters

Benefits of Using an Authorization Letter

An authorization or permission letter is more than just a piece of paper it gives security, clarity, and convenience when you cannot personally attend to important matters. Here are the main benefits:

 Convenience

  • No more taking leave from work or traveling long distances just to pick up a document.
  • You can let a family member or friend handle it for you.

 Legal Protection

  • It’s proof that you gave permission.
  • If ever there’s confusion or a dispute, you and your representative are both are safe.
  • Most offices in the Philippines won’t even process requests without it.

Clarity & Security

  • The letter describes exactly who can do what on your behalf.
  •  Plus, since offices usually ask for valid IDs, it makes sure only the right person can claim your documents.

Time-Saving

  • Since most agencies require it anyway, having one ready avoids delays and ensures faster transactions.

Extra Tips for Writing an Authorization Letter

  • Always use formal language.
  • Be specific about the task.
  • Attach valid IDs (yours and your representative’s).
  • Use black or blue ink for signatures.
  • For legal purposes, some may require the letter to be notarized ( verified by legal person e.g. government lawyer).

 Common Mistakes to Avoid

  • Forgetting to sign the letter.
  • Not including the name of the representative.
  • Being unclear about the purpose.
  • Submitting without photocopies of IDs.
  • Using informal language in formal transactions and not using the proper authorization letter format.

Legal Value of an Authorization Letter in the Philippines

  • While it is not the same as a notarized Special Power of Attorney (SPA), letter of authorization is legally recognized in most day-to-day transactions.
  • Some agencies (like banks, BIR, or Land Transportation Office) may ask for notarization if the task involves money, property, or legal documents.
  • For simple claims (PSA, school records, allowances, parcels, etc.), a signed authorization or permission letter with IDs is usually enough.

Authorization Letter vs. Special Power of Attorney (SPA)

Many Filipinos confuse these two. Here’s the difference:

Authorization Letter

Special Power of Attorney (SPA)

Simple, one-page letter

Legal document, notarized (verified by the lawyer or attorney)

Used for everyday tasks like PSA, school, deliveries

Used for legal matters like property sales, loans, court appearances

Signed by you only

Requires witnesses and notarization

Accepted in schools, government offices, couriers

Required for banks, real estate, legal cases

Tip: If your task involves money, property, or court matters, prepare an SPA instead of just a simple letter of authorization.

Why Government Offices Require Authorization Letters

  1. Security & Privacy: To ensure your documents are not released to unauthorized persons.
  2. Proof of Consent: To show that you allowed someone to act on your behalf.
  3. Accountability: If something goes wrong, the office has written proof of your representative.

Digital & Online Use of Authorization Letters

With many government services moving online, some now accept scanned or emailed authorization consents too, especially during emergencies.

  • PSA, PhilHealth, and some banks can accept a scanned copy if IDs are attached.
  • However, for legal and financial transactions, an original signed copy is still required.

Real-Life Scenarios Where Authorization Letters Save Time

  • A parent working abroad authorizes a sibling to get a child’s school records.
  • An employee stuck at work authorizes a family member to claim her NBI clearance.
  • A grandmother authorizes her daughter to claim SSS pension benefits.
  • A patient authorizes his spouse to collect hospital lab results.
  • An OFW authorizes a representative to claim his PSA marriage certificate for visa application.

Conclusion

A letter of authorization in the Philippines is a powerful document that saves time and makes transactions easier. Whether you need one for PSA, NBI, PhilHealth, SSS, school records, salary claims, or bank transactions, the process is simple as long as you follow the correct format.
Always remember:
Be clear and specific about the task.
Attach photocopies of valid IDs.
Use the sample templates above to create your own.
By preparing a proper authorization document, you make sure your representative can process your transactions smoothly, without delays.

Frequently Asked Questions (FAQs)

Follow the basic format: Date, your name, representative’s name, purpose, attached IDs, and signature.

Yes, especially if it is signed and accompanied by valid IDs. For some cases, notarization may be required.

Yes, but make sure it is formal and complete with details.

Yes, most agencies require both IDs (yours and your representative’s).

Yes, but they are usually stricter and may require notarization.

It is better to create separate letters for each transaction to avoid confusion.

No. Anyone can write one as long as it has complete details. Only SPAs need lawyers and notarization.

Yes, handwritten letters are accepted as long as they are clear, signed, and with IDs.

The validity of an authorization letter depends on what it is used for and what’s stated in the letter. However, most authorization letters are valid only for the specific date or transaction mentioned.

No, you don’t need any payment for letter of authorization.