An authorization email to collect documents is a legal email that gives an individual the right to collect essential or sensitive documents on behalf of the person that wrote the email. The reason authorization emails are sent is to avoid any legal complications or misunderstandings from the documents being collected by a third party.
Authorization emails to collect documents are pretty straight to the point as all they do is hand over their rights to the people they authorize. In some cases, an authorization email can state the actions the entrusted person is allowed to perform and not.
Authorization emails ensure that no legal implication arises from the manhandling of these documents. These emails can collect a wide range of documents from educational records, medical records, certificates, and other sensitive and vital information.
In this article, we’re going to discuss everything you need to know about authorization emails and include some samples to help you create your authorization emails.
How to Write an Authorization Email to Collect a Document
While emails generally have the same etiquette, there are unique aspects associated with writing an authorization email to collect documents. Without including these things in your email, an authorization email is not complete.
Below are some essential tips to note when writing an authorization email.
Tip 1: Introduction
Regardless of the kind of email you’re writing, email introductions rank high on the most important parts of writing an email; for authorization emails, this is even more so.
The introduction part of an authorization email serves to introduce the parties that are involved in the authorization process.
The first stage of introductions in an authorization email is introducing the owner of the documents. This means introducing the person giving that is permitting the third party to collect the documents on their behalf.
This also includes the authorizer’s contact information and other sensitive information that may prove the authorizer’s authenticity.
The second stage of the authorization process includes the information of the recipient of the email. This could be the person or the organization that is presenting the documents to the authorized party.
This section of the email must contain the full name, address, and contact information of the recipient, the department, or the organization providing the documents.
The third stage is introducing the authorized person. This section of the article must include the full name of the authorized party. It is imperative to make sure the name on the email is the name of the authorized person’s means of identification.
In most organizations, especially if they’re unfamiliar with the authorized individual, they may be required to verify that they’re who they say they are. And the only way to do this is with a valid means of identification.
The address and contact details of the authorized individual are also significant when writing an authorization email to collect documents.
Tip 2: The Body of the Authorization Email to Collect Documents
After the introduction of the parties involved, the next stage is the body of the authorization email. This is the part of the email that states its purpose.
In this section, the information that can be included are:
- The purpose of the email. This covers the reason the email was written and the documents the authorized person is there to take. For example: “I am writing this email to grant permission to Jacob Samuel to collect my official birth certificate.”
- Actions that the authorized person shouldn’t take. In some cases, the owner of the documents may have more than the documents stated in the email with the organization. So, to prevent the authorized individual from collecting more than they’re authorized, it should be stated clearly in the email. For example:” The only document Jacob Samuel is approved to take my birth certificate. All other documents should remain with the organization.” With this, there’s no fear of the authorized individual collecting more records than they’re authorized to.
- Also, the body of the email can give full power to the authorized individual. If the document owner is unsure of the documents that will be needed, they can provide the ability to the authorized individual to take the required course of action. For example: “Kindly provide Jacob Samuel with all the required documents.”
- If it is essential, a validity period can also be attached to this email. This means if the authorized person does not claim the documents within the time frame, the authorization email to collect documents becomes null and void. For example: “This authorization is only valid from the 2nd of January to the 5th of March.”
Tip 3: Conclusion of the Body
Writing the closing of an authorization email is the same as any other kind of email. General email closing states that the email should end with “Sincerely” or “Best regards” and should be rounded off with the name and the title of the authorizer.
Additional Information Needed to Write an Authorization Email to Collect Documents
In this section of the article, we will discuss additional information to always bear in mind when writing an authorization email to collect documents.
- Remember, it’s a formal email. When sending authorization emails, especially to a familiar person, it’s often mistaken for an informal email. In the event of any conflict or misunderstanding, an authorization email is a legal document. Hence, it should only be written in formal language. This means an authorization email should not have any slang or any informal language.
- It should be as clear and concise as possible. An authorization email is written for one a single purpose- to authorize an individual to collect documents. This means this email should not serve any other purpose other than what is stated above. In an authorization email, there’s no room for “PS.” This is to ensure the email serves its purpose and doesn’t lead to a misunderstanding.
- Validity period. If a validity period is going to be included in the email, it is essential to ensure that the validity period is… Valid. If the authorization is in the past or the authorized individual cannot get the documents within the period of validity, then the email will be rejected.
Authorization Emails to Proxies
An authorization email to a proxy is an email written to those authorized to collect the documents. A proxy is someone that replaces the original owner of the document; this means they have the same right and authority as the owner (to the limits of what is specified in the authorization email.)
Authorization emails to proxies are not common because, unlike actual authorization emails, authorization emails to representatives do not hold as much legal power. It also serves to inform the proxy on the actions they should take.
They’re also not very popular because most proxies are close relatives or friends. Hence, the authorization is usually given via text or call.
Authorization Email to Collect Documents Sample One
Subject: Authorization Email to Collect Birth Certificate
Dear Records Department,
I, Jim Blessed, need my birth certificate for official purposes. I am currently out of town. Hence, I am not available to collect them myself.
I authorize Mr. Samuel Akpo to collect this document on my behalf as I cannot for a reason stated above. I have no objection to Mr. Akpo signing any required documents on my behalf.
This authorization email is valid from the 17th of September to the 17th of October.
Authorization Email to Collect Documents Sample Two
Subject: Authorization Email to Collect Documents
I, Jim Blessed, at this moment authorize Mrs. Sandra Oko to collect the documents listed below in my absence as I am unable to due to health concerns.
Certificate of Origin
Certificate of Ownership
Mrs. Sandra Oko is authorized to collect these documents on my behalf, and she’s allowed to sign any papers in my absence.
Authorization Email to Collect Documents Sample Three
Subject: Authorization Email to Collect Documents
This email is an authorization for my daughter, Sandra Blessed, to pick up the documents and the parcel in my office.
The documents are in a sealed brown envelop, and the package is in a sealed UPS box.
She is authorized to sign any documents on my behalf.
This article covers everything that’s needed when writing an authorization email to collect documents. These samples should serve as guides to help when the need to write one arises.