StartupGrants India

Authorization Letter Format — Free Samples for Bank, Documents & More

Authorise someone to act for your company on one task: at the bank, a government office, a GST hearing, a courier desk or a tender. Each purpose has its own wording, including what the person is not allowed to do.

Sample authorization letter format — edit it live

More sample formats

Authorization letter to collect documents

For someone collecting documents, letters or a courier on the company's behalf.

[Company Name]

[Registered office address]

[Date]

To, The Officer-in-charge / Dispatch Desk [Office / courier company]

Subject: Authorisation to collect documents / parcels on behalf of the Company

Dear Sir / Madam,

We, [Company Name], hereby authorise [Name of Authorised Person] ([Designation]) to collect, on behalf of the Company, documents, letters, parcels and courier consignments addressed to the Company from [Office / courier company], and to sign the delivery receipt or register for them.

Delivery made to [Name of Authorised Person] against their signature and proof of identity will be treated by the Company as delivery to the Company. [Name of Authorised Person] is not authorised to make or accept any payment, or to sign any other document, on behalf of the Company.

The specimen signature of [Name of Authorised Person] is given below and attested by us. Please verify it, and their identity, before acting on this letter.

This authorisation is valid for this occasion only and ends once the task above is completed. It may be withdrawn earlier by the Company in writing.

The Company takes responsibility for acts done by the authorised person within the scope of this letter.

Thanking you, Yours faithfully,

_______________________________

[Name], Director

For and on behalf of [Company Name]

Date: ____________________

_______________________________

[Name of Authorised Person]

Specimen signature of the authorised person (attested above)

Date: ____________________

Fill in your details and download this as Word

Authority letter for GST representation

For a person attending a GST office or hearing. It does not make them your portal signatory.

[Company Name]

[Registered office address]

[Date]

To, The Proper Officer [GST office / jurisdiction]

Subject: Authorisation to represent the Company in GST matters

Dear Sir / Madam,

We, [Company Name], hereby authorise [Name of Authorised Person] ([Designation]) to appear before [GST office / jurisdiction] on behalf of the Company in connection with its GST matters: to attend hearings and personal appearances, to submit documents, records and replies approved by the Company, and to receive notices and orders issued to the Company.

This letter is for representation only. It does not appoint [Name of Authorised Person] as the Company's authorised signatory on the GST portal, and it does not authorise them to sign or file returns. That appointment is made by a resolution of the Company's Board of Directors and recorded on the portal.

The specimen signature of [Name of Authorised Person] is given below and attested by us. Please verify it, and their identity, before acting on this letter.

This authorisation is valid from [Date] until [Valid until date], unless withdrawn earlier by the Company in writing.

The Company takes responsibility for acts done by the authorised person within the scope of this letter.

Thanking you, Yours faithfully,

_______________________________

[Name], Director

For and on behalf of [Company Name]

Date: ____________________

_______________________________

[Name of Authorised Person]

Specimen signature of the authorised person (attested above)

Date: ____________________

Fill in your details and download this as Word

Authority letter for attending a tender or meeting

For a representative attending a meeting or bid opening and signing the register, without power to change the bid.

[Company Name]

[Registered office address]

[Date]

To, The Organiser [Tender / meeting name and venue]

Subject: Authorisation to attend and represent the Company at [Tender / meeting name and venue]

Dear Sir / Madam,

We, [Company Name], hereby authorise [Name of Authorised Person] ([Designation]) to attend [Tender / meeting name and venue] as the Company's representative, to sign the attendance or bid-opening register on the Company's behalf, to take part in the proceedings, and to receive documents handed out to participants.

[Name of Authorised Person] is not authorised to submit, modify or withdraw any bid, to make any offer or commitment, or to sign any agreement binding the Company, unless separately authorised in writing for that purpose.

The specimen signature of [Name of Authorised Person] is given below and attested by us. Please verify it, and their identity, before acting on this letter.

This authorisation is valid for this occasion only and ends once the task above is completed. It may be withdrawn earlier by the Company in writing.

The Company takes responsibility for acts done by the authorised person within the scope of this letter.

Thanking you, Yours faithfully,

_______________________________

[Name], Director

For and on behalf of [Company Name]

Date: ____________________

_______________________________

[Name of Authorised Person]

Specimen signature of the authorised person (attested above)

Date: ____________________

Fill in your details and download this as Word

How to write an authorization letter for a company

  1. 1

    Pick the purpose

    Bank work, a government office, GST, collecting documents, a meeting or tender, or something else.

  2. 2

    Name the person

    Give their full name and designation exactly as on their ID.

  3. 3

    Say where and what

    Name the bank branch, office or event, and the specific task.

  4. 4

    Set the validity

    Choose this occasion only, or give a clear end date.

  5. 5

    Add ID and specimen signature

    Mention their ID, and have them sign the specimen line for your signatory to attest.

  6. 6

    Sign on letterhead

    A director or authorised signatory signs for the company, and the person carries the original.

What an authorization letter is, and when you need one

An authorization letter (also called an authority letter) is a short letter on your company's letterhead that names one person and says what they may do for the company. It is what the bank, a government office or a courier desk asks for when someone other than a director turns up on the company's behalf.

A company can only act through people. For big decisions, that authority comes from the board. For day-to-day errands, like depositing a cheque, collecting a certificate or attending a tender opening, a letter signed by a director or another authorised signatory is usually enough.

The letter does two jobs. It tells the other side that the person is genuine, and it sets a limit on what they can do. The second job matters as much as the first. A letter that says "authorised to do all acts" hands someone far more power than an errand needs.

The parts that matter

A usable authority letter is short, but each of these parts is there for a reason. Leave one out and the receiving office may send your person back.

Company letterhead and date
Name, address and the date of the letter. Many banks and offices will not accept a letter on plain paper.
Who is being authorised
Full name and designation, exactly as on their ID proof. A mismatch between the letter and the ID card is the most common reason a clerk refuses it.
Where and for what
The bank branch, office or event, and the specific task. The narrower this is, the safer the letter.
What they may not do
A line that rules out the things the errand does not need, such as operating the bank account or signing binding commitments.
Validity
Either "this occasion only" or a clear end date. An open-ended letter stays usable long after the person has left the company.
Attested specimen signature and ID
The person signs on the letter and the company signatory signs next to it, so the office can match signatures. A self-attested ID copy goes with it.

Authorization letter vs board resolution vs power of attorney

These three are often confused, and using the wrong one is how founders get turned away at the counter. The rule of thumb: the letter is for errands, the board resolution is for decisions and standing authority, and the power of attorney is for acting in the company's name in legal or property matters.

Authorization letterBoard resolutionPower of attorney
When it's neededRoutine, one-off tasks: deposits, collecting documents, visiting an office, attending a meetingOpening or operating a bank account, appointing a GST signatory, approving contracts or accountsWide or ongoing authority to act in the company's name, e.g. in court cases or property matters
Who signsA director or authorised signatory, on letterheadPassed by the board; a certified true copy is signed by a directorSigned by the company's authorised signatory, usually under a board resolution
Notarised or stamped?Usually neither, unless the receiving office asksNot stamped; certified by a directorUsually notarised. Stamp duty is set by each state and varies — check your state's schedule. Some uses also need registration

How the wording changes by purpose

The generator writes a different letter for each purpose, because the limits that keep it safe are different each time.

Bank work
Lets the person deposit cash and cheques, collect cheque books and statements, and submit forms already signed by your signatories. It says plainly that they cannot operate the account or change the mandate.
Government office
Lets the person submit applications and collect certificates and acknowledgements. They cannot sign affidavits or undertakings unless your signatory has signed them first.
GST / tax matters
Lets the person appear at hearings, submit replies approved by the company and receive notices. It does not make them your signatory on the GST portal. That comes from a board resolution, which our board resolution generator covers under its GST signatory purpose.
Collecting documents or a courier
Lets the person collect and sign for documents and parcels, and treats delivery to them as delivery to the company.
Meeting, tender or event
Lets the person attend, sign the attendance or bid-opening register and receive papers. It rules out submitting or changing a bid, or making any commitment.
Other purpose
Write the task in your own words, as narrowly as you can. The letter adds the same limits: nothing outside that task, and no payments or commitments.

When a bank or office will want a board resolution instead

An authority letter is signed by one person. A board resolution records a decision of the whole board. So whenever the task changes who controls money or who speaks for the company on an ongoing basis, expect to be asked for a resolution.

Banks ask for one to open an account, add or remove a signatory, change how the account is operated, or take a loan. The GST portal needs one to appoint an authorised signatory. Grant and incubation programmes often want one to show the company approved the application. Tender documents sometimes ask for a resolution or a power of attorney in favour of the person who signs the bid.

If the receiving office is unsure, ask them before the visit which document they accept. It costs one phone call and saves a wasted trip.

Safe drafting and what goes wrong

Most problems with authority letters come from making them too wide or leaving them open.

Vague wording
"Authorised to do all acts on behalf of the company" is the classic mistake. Name the office and the task, and say what is excluded.
No end date
Give every letter a validity. If an employee leaves, a letter with no end date may still be accepted somewhere. Write to the office to withdraw it when you need to.
Unverified signature
Have the person sign the specimen line in front of your signatory, who then signs as attested. Offices match the two.
Full Aadhaar number
Use a masked Aadhaar or another ID. The person's full Aadhaar number does not need to sit on a letter that passes through several hands.
Wrong signatory
The person signing for the company should themselves have authority, usually a director. A letter signed by a junior manager may be refused.

Sending it: a sample covering email

Many offices like to receive the letter by email before the visit, so the person at the counter is expecting your representative. Keep the email short and attach the signed letter and the ID copy.

Sample covering email

Subject: Authorisation letter for [Name of Authorised Person] — [Company Name]

Dear Sir / Madam,

Please find attached our letter authorising [Name of Authorised Person], [Designation], to [task, e.g. collect our account statements] at [Bank / office] on [Date]. A self-attested copy of their ID is also attached.

They will carry the original letter and their ID. Please let us know if you need anything else before the visit.

Regards, [Name] [Title], [Company Name] [Phone]

Frequently asked questions

What is the difference between an authorization letter and an authority letter?

Nothing. They are two names for the same document: a letter from the company naming a person and saying what they may do for it. Banks and offices use both terms.

Who should sign an authorization letter for a company?

A director, or someone the board has already authorised to sign for the company. It should be on the company letterhead. A company seal is optional for most companies now, but use it if you have one and the office expects it.

Does an authority letter need stamp paper or notarisation?

Usually not. A simple letter on letterhead, signed and with an attested specimen signature, is what most banks and offices accept. If an office asks for a notarised or stamped document, it is probably asking for a power of attorney, and stamp duty on that is set by each state and varies.

Can an authorization letter let someone operate the company's bank account?

No. Who can operate the account is set by the board resolution and mandate on the bank's records. An authority letter can let someone deposit money and collect documents, but a bank will not let them sign cheques or withdraw funds on its strength.

Can an authorization letter make someone our GST authorised signatory?

No. The authorised signatory on the GST portal is appointed by a board resolution. An authority letter can let someone represent the company at a GST office or hearing, but not sign or file returns on the portal.

How long is an authorization letter valid?

As long as the letter says. Write either "this occasion only" or a clear end date. If there is no date, the receiving office decides, and an old letter may still be accepted after the person has left.

Should I attach ID proof with the letter?

Yes. Attach a self-attested copy of the person's ID and mention its number in the letter. For Aadhaar, use a masked copy showing only the last four digits.

How do I cancel an authorization letter?

Write to the bank or office saying the authority given to the named person is withdrawn from a date, and keep a copy. If you gave the person the original letter, ask for it back.

Can I send a signed authorization letter by email?

Many offices accept a scanned signed copy by email, and electronic records are recognised under the Information Technology Act, 2000. But the office decides what it accepts. The person should still carry the original and their ID.

What if I want to authorise someone personally, not for a company?

That is a different letter, signed by you as an individual, for example to let a family member collect your documents. The structure is the same: who, what, where, until when, with both people's IDs. This generator is written for companies.

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