When to use it
Use it for a defined task with an end date: a relative collecting your documents from an office, an accountant discussing one matter with your bank, a colleague accepting a delivery, an agent dealing with a utility company while you are abroad. Ask the organization first whether it has its own form. Some do, and some accept only theirs.
There are two ways to get it signed. If you are the one giving the authority, upload the letter and choose Me as the signer: you sign in your own account and no email is sent. If you are the person being authorized, or an agency preparing the letter for a client, send it to the person who gives the authority.
What to fill in before you send it
The signer can only add a signature, their full name and the date. Fill in the rest before you upload, in any PDF editor or by copying the text into your own document and saving it as PDF:
- The organization or person who will rely on the letter.
- The signer's address and a reference, such as an account or case number.
- The authorized person's full name, address and contact details. Add an ID document number only if the organization asks for it.
- The matter, what the authorized person may do and what they may not.
- The start and end dates, and how the signer can be contacted to confirm the letter.
Name the task and the end date. A narrow letter is easier for the organization to check and leaves less room for misuse than a general one.
Fields to place in SignClearly
Upload the PDF (see how to send a PDF for signature) and place three fields on the lines at the end of the letter:
- Signature on the Signature line.
- Full name on the Full name line.
- Date on the Date line.
SignClearly fills in the name and the date at the moment of signing. If you sign it yourself with Me, the result is a simple electronic signature (SES).
When you send it to someone else and it matters who signs, add an access code and give it to them by phone or chat. They enter it before the letter opens.
When the organization will check the letter closely, you can also require an ID check. The signer shows an ID document and takes a selfie, the name on the ID must match the name you entered, and the result is an advanced electronic signature (AES). The certificate in the signed PDF then carries the name from the ID. See SES vs AES vs QES.
What it does not cover
- Broad or long-term powers. Selling property, managing all of someone's finances or making health decisions for them usually needs a power of attorney, often signed before a notary or witnesses.
- Organizations that require a handwritten, notarized or qualified signature. Ask before you rely on an electronic one.
- Anything outside the tasks listed in the letter.
The template text
Letter of Authorization
To: ________ (organization or person who will rely on this letter).
From: the person signing below, of ________ (address).
Reference: ________ (account, customer or case number, if any).
I authorize the person named below to act on my behalf in the matter described in this letter, within the limits set out here.
1. Authorized person
Full name: ________.
Address: ________.
Contact details: ________.
Identity document number: ________ (only if the addressee requires it).
Relationship to me: ________.
2. Matter
This authorization covers only the following matter: ________.
It does not cover other accounts, cases or applications I may have with the addressee.
3. What the authorized person may do
In this matter, the authorized person may: ________.
They may also receive information and documents about the matter and sign routine forms needed to complete these tasks.
4. What the authorized person may not do
The authorized person may not: ________.
They may not act for me in any other matter, pass this authority to anyone else, or receive money or property on my behalf unless this letter expressly allows it above.
5. Sharing information
I agree that the addressee may share information about the matter with the authorized person, to the extent needed for the tasks above. This includes information the addressee would otherwise give only to me.
6. Period
This authorization starts on ________ and ends on ________. It also ends when the matter is completed, if that happens earlier.
The addressee may rely on a printed or electronic copy of this signed letter.
7. Cancelling this authorization
I may cancel this authorization at any time by telling the addressee in writing at ________. Actions the authorized person took within these limits before the addressee received my notice are not affected.
8. Identification and confirmation
The authorized person will show this letter together with their own identity document.
If you need to confirm this authorization, please contact me at ________ (phone or email).
9. Responsibility
I confirm that the information in this letter is correct. I accept responsibility for what the authorized person does within the limits of this letter.
The authorized person acts on my instructions and will keep me informed about the matter.
- Signature
- Full name
- Date
Sample template from signclearly.com. Not legal advice.