Authorisation letters are sometimes utilised to ensure that a given individual is allowed access to resources that are the province of another individual, or as a means of granting the ability or privilege to engage in some task. The authorisation letter is often used as a means of ensuring the legality of access to resources, or to define the parameters of what privileges are being extended to an individual. Here are some tips on how to write a basic authorisation letter.
Determine the type of authorisation that is required. Is the authorisation intended to allow access to various files, systems or other resources of the company? Perhaps the authorisation is intended to convey temporary authority to act in a position until something more permanent is arranged. Defining the purpose and scope of the authorisation will help make drafting the content of the letter much easier.
Secure the name and address of the party who is to receive the letter of authorisation. While considered a given in years past, this is a step that is sometimes overlooked in more casual business establishments. A proper letter of authorisation is always addressed to a specific individual who is has the authority to recognise and implement the provisions outlined in the text of the letter.
Obtain the proper name and some type of qualifying identification information of the individual who is being granted special authorisation. The use of the proper name, rather than a nickname or shortened version of the proper name, will be necessary if the authorisation letter requires notarising as part of the process. The identification information may be an employee number, Social Security Number, or other form of identification that will ensure the recipient that the individual named in the letter is the same person who is granted the privileges or rights mentioned in the text.
Write the body of the letter. In the first paragraph, identify the person who is to be granted authorisation along with a general description of the types of resources or abilities being granted. In the next couple of paragraphs, specify the range or scope of the authorisation, including any auxiliary authorisations that may not be readily apparent or related to the main purpose. In the final paragraph, specify the duration of the authorisation with a date range. If the period of authorisation is indefinite, specify the beginning date and that the authorisation will remain in effect until further notice.
Close with information regarding the ability of the issuing party to assign authority of this nature. This can be something as simple as including the company title of the party, such as president, or head of a department. The use of the title serves as proof that the issuer of the letter can in fact extend these types of rights or privileges to the recipient.
If the scope of authorisation includes many tasks, consider using a bulleted list of the most common tasks associated with the extension of authority, as well as a catchall paragraph that allows other privileges to be extended on an as-needed basis. Always print the letter on company letterhead and sign with a blue ink pen. While black ink is considered more traditional and proper, blue ink ensures the document is an original and not a copy that may have been altered.
Be careful about using this format to extend vague and all encompassing authority. Failure to include specific details leaves the content of the letter open to conjecture and could lead to negative consequences for the company.