Authorization Letter PH

Let Someone You Trust Handle It For You

An authorization letter lets a trusted person act on your behalf when you cannot go in person. Learn when you need one, how to write it, the types, and the mistakes to avoid for PSA, NBI, banks, schools, LTO, and more.

How to Write One

June 12, 2026

To Whom It May Concern,

I, Maria Santos, authorize my brother Juan Santos to claim my PSA birth certificate on my behalf.

Maria Santos

Signature over printed name

Letter Details

Fields marked with * are required. The preview updates as you type.

Please choose a transaction type.
Please pick a date.

Your Details (Authorizer)

Enter your full name.

Representative’s Details

Enter the representative’s name.

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Editing on, type in the letter

This is exactly what your downloaded letter will contain.

Always bring photocopies of both IDs. For property, loans, or court matters, a notarized Special Power of Attorney (SPA) may be required instead.

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Common Uses

When Do You Need an Authorization Letter?

Most government offices and private companies in the Philippines will not release documents or money to another person without a proper permission letter. If you cannot go in person, prepare one.

Government

  • PSA Birth & Marriage Certs
  • NBI Claim or Renew
  • PhilHealth Benefits
  • SSS/GSIS Salary & Pensions

School Records

  • Request Transcripts (TOR)
  • Claim Diplomas
  • Submit Enrollment Forms

Banking

  • Claim ATM & Passbooks
  • Bank Statements
  • Large amounts may need an SPA

Courier

  • LBC Parcels & Items
  • Government ID Delivery
  • Lalamove Pickups

Transportation

Medical

  • Lab Results & Charts
  • Settle Hospital Bills
  • Claim Insurance Funds

Step by Step

How to Write an Authorization Letter

Follow this format and include every required detail for a professional, valid document.

1

Write the Date

Put the complete date at the top. This shows when the authorization was issued and helps offices verify its validity.

2

Address It Properly

If you do not know the office, use To Whom It May Concern. If you know it, name it directly: PSA Office, NBI Clearance Office, your bank, PhilHealth Branch, or LTO Office.

3

Introduce Yourself

State your full legal name and confirm you are giving permission. This line officially transfers authority to your representative.

4

Specify the Task

Clearly explain what the representative may do, no vague wording. For example: claim a PSA birth certificate, collect an NBI clearance, claim a salary, or process SSS documents.

5

Attach Valid IDs

Attach photocopies of IDs for verification. Most offices require identification from both parties: National ID, Passport, Driver’s License, UMID, or Voter’s ID.

6

Add a Closing

End politely. A simple line works best, such as Thank you for your assistance. You may add your contact details.

7

Sign the Letter

Sign above your printed name using black or blue ink. Without a signature, the letter is not valid.

Categories

Types of Authorization Letters

An authorization letter takes different forms depending on the task you want handled on your behalf.

Type 1

Personal Authorization Letter

Purpose: Claiming personal items or documents.

LBC / Lalamove

IDs & Licenses

Gifts

Example: A daughter authorizes her brother to pick up her parcel from LBC because she is at work.

Government Authorization Letter

Purpose: Handle official government transactions.

PSA Certificates

NBI Clearance

PhilHealth / SSS

Example: An OFW authorizes a sibling to claim a PSA marriage certificate for visa purposes.

Type 2

Type 3

Financial / Banking Authorization

Purpose: Handle financial transactions.

ATM / Passbook

Bank Statements

Loan Apps

Example: A customer authorizes a sibling to claim their ATM card from the bank.

Legal or Notarized Letter

Purpose: Legal, property, or notarized tasks.

Notarized SPA

Property Docs

Legal Papers

Example: A property owner authorizes their lawyer to process a sale on their behalf.

Type 4

Authorization Letter PDF Template

Sample-Authorization-LetterDownload

Why It Helps

Benefits of Using an Authorization Letter

A letter of authorization carries real advantages when you cannot be there yourself.

01

Convenience

Skip leaving work, school, or home. A family member, friend, or trusted representative handles the task for you.

02

Legal Proof

It shows you officially authorized someone to act on your behalf, useful if any dispute or confusion comes up.

03

Security & Clarity

It specifies who can do what, keeping things clear and preventing unauthorized access to your documents or money.

04

Faster Transactions

Offices like PSA, NBI, banks, and PhilHealth will not process requests without it. Having one ready avoids delays.

05

Flexibility

Many offices now accept digital or scanned authorization letters, handy for emergencies or online transactions.

Do’s and Don’ts

Quick Tips and Common Mistakes

Keep your letter valid and accepted on the first try.

Do This

✓

Use formal language

✓

Be specific about the task

✓

Attach photocopies of valid IDs

✓

Use blue or black ink, keep it legible

✓

Notarize it if the office requires it

Avoid This

✕

Forgetting to sign

✕

Leaving out the representative’s full name

✕

Being unclear about the purpose

✕

Submitting without ID photocopies

✕

Using informal language

Compare

Authorization Letter vs SPA

Pick the right document. A simple authorization letter covers everyday tasks, while a Special Power of Attorney handles high-value or legal matters.

Authorization Letter

For everyday tasks

Document Type

Simple one-page letter

Primary Use

Everyday tasks like PSA, school, deliveries, passport claim

Verification

Signed by you only

Accepted By

Schools, government offices, couriers

Special Power of Attorney

For legal & high-value matters

Document Type

Legal notarized document

Primary Use

Property, loans, or court matters

Verification

Requires witnesses and notarization

Accepted By

Banks, real estate, legal cases

When in doubt, go with the SPA

For high-value transactions involving money, property, or legal matters, use a Special Power of Attorney instead of a standard authorization letter.

In Short

Write It Right, Get It Accepted

From the date and a proper greeting to introducing yourself and explaining the task clearly, every part matters. Attach valid ID copies, add a polite closing, and sign above your printed name so your representative can finish the transaction without delays. With this guide you can prepare a letter for PSA, NBI, banks, schools, LTO, and more, even on your first try.

Start Writing Your Letter

Frequently Asked Questions

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.