Authorization Letter (Philippines) — Free Samples and Generator

In short

What it is: A short signed letter letting a named person transact or claim something for you.
Notarised?: Usually not. For routine claiming, a signed letter plus photocopies of both IDs is enough.
When it is not enough: Anything involving ownership — selling, mortgaging, signing a deed. That needs a notarised SPA.
What makes it get accepted: A specific transaction, the record or account details in full, the representative named, and photocopies of both valid IDs attached.

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Full authorization letter sample (English)

Replace everything in [brackets]. Print, sign in ink, and attach photocopies of both IDs.

[15 September 2026]

The Officer-in-Charge
[Philippine Statistics Authority — Serbilis Outlet]
[East Avenue, Quezon City]

Dear Sir/Madam:

Re: Authorization to claim PSA birth certificate

I, [ANNA MARIE R. REYES], of legal age and a resident of [78 Quimpo Boulevard, Barangay Ecoland, Davao City], hereby authorise my [sister], [LIZA R. REYES], of legal age and a resident of the same address, to request, claim and receive on my behalf my Certificate of Live Birth issued by your office.

The said request is covered by [PSA reference number 1234-5678-9012]. My representative is likewise authorised to sign the claim stub and any acknowledgement receipt required by your office in connection with this transaction.

Attached are photocopies of my valid identification card and of my representative's valid identification card. My representative will present her original identification card upon claiming.

This authorisation is valid for this transaction only[, or until 31 December 2026].

Thank you for your kind assistance. Should you need to verify this authorisation, I may be reached at [0917 123 4567].

Very truly yours,

______________________________
[ANNA MARIE R. REYES]
ID presented: [PhilSys ID No. 1234-5678-9012]

Conforme — specimen signature of the authorised representative:

______________________________
[LIZA R. REYES]
ID presented: [Driver's Licence No. N01-23-456789]

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What an authorization letter can and cannot do

An authorization letter is the everyday, low-formality version of delegating a task. It works because the office receiving it is not being asked to transfer ownership of anything — it is being asked to hand a document, a card, a parcel or a cheque to someone other than the named person, and it wants written cover for doing so.

That also marks its limit. The moment the transaction involves disposing of property, signing a contract that binds you to an act of ownership, or any of the acts in article 1878 of the Civil Code, a letter is not enough. You need a notarised special power of attorney. Offices know this, and the counter will send you away.

Task	Letter is enough	Needs a notarised SPA
Claim a PSA birth certificate, CENOMAR or marriage certificate	Yes
Claim a replacement ATM card or a bank document	Usually — but most banks require their own form too
Claim school records, a diploma or a transcript	Yes
Receive a parcel or a delivery	Yes
Claim a salary, payslip or final pay	Usually yes
Follow up an application with an agency	Yes
Register or transfer a vehicle at the LTO		Yes
Sell, mortgage or donate property		Yes
Sign a deed of sale or a contract to sell		Yes
Withdraw substantial funds or close an account		Yes, and the bank's own form
Accept or repudiate an inheritance		Yes
Compromise or settle a legal claim		Yes

The five things that decide whether it gets accepted

1
A specific transaction
'To transact on my behalf' is refused. 'To request, claim and receive my Certificate of Live Birth' is accepted. Name the document and the acts.
2
Enough detail to identify what is being claimed
Name the document or item completely, and add whatever identifies it in the office's own records — a reference or transaction number if the transaction has one, otherwise the account number, the application number, the claim stub, the order number, or the full record details. Where a reference number exists, include it; where none does, complete details do the same job.
3
Both IDs attached
A photocopy of your valid ID, signed, and a photocopy of your representative's. The representative brings their original as well. Some offices want your signature on the letter to match the signature on your ID — so sign consistently.
4
The representative named and described
Full name, relationship to you, and ideally their ID number. A letter that says 'my representative' without naming them is useless.
5
Your contact number
It lets the clerk verify with a phone call instead of refusing. It converts a borderline case into an accepted one surprisingly often.

Who is allowed to claim PSA documents

For PSA civil registry documents, the record owner may claim in person, and the document may also be released to close relatives of the record owner — commonly the spouse, a parent, a direct descendant, or a legal guardian — or to a duly authorised representative. The representative presents the authorization letter, a photocopy of the owner's valid ID, and their own valid ID. The PSA sets and periodically revises the list of authorised claimants, the acceptable identification, and the details a request must carry, so treat this as orientation and check the PSA's current guidance, or ask at the outlet, before you send someone.

Common reasons a letter gets rejected

Not enough detail to match the letter to anything — no reference number where one exists, and no complete record or account details in its place.
The authorising person's ID photocopy is missing, expired, or unsigned.
The signature on the letter does not match the signature on the attached ID.
The letter is addressed to nobody, or to the wrong office.
The task described requires an SPA — a sale, a title transfer, a large withdrawal.
The letter is undated, so the office cannot tell whether it is current.
The representative did not bring their own original ID.
The institution has its own mandatory form, which nobody asked about beforehand.

Where each institution actually stands

The single most useful thing to know before sending someone with a letter is that many institutions have their own mandatory form, and no amount of good drafting substitutes for it. Ask first — a two-minute phone call saves a wasted trip across town.

Institution	Own form required?	Notes
PSA / Serbilis outlets	No	Letter plus both IDs; relatives are released to more readily than friends
Banks	Almost always yes	Even for a card pickup. Anything involving funds needs their form and often an SPA
Schools and universities	Often yes	Registrars usually have a release form the student must sign
Courier and logistics	No	Letter plus the tracking number and the recipient's ID
Employers (payslip, final pay)	Usually no	HR may require the employee's signed request instead
SSS / GSIS / Pag-IBIG / PhilHealth	Yes	Each has its own authorisation or representative form
LTO	n/a	A letter is never enough for a transfer — SPA required
Register of Deeds	n/a	SPA required, presented in the original
BIR	Yes	A special power of attorney plus their own authorisation requirements

Institutional intake requirements are set by each institution, not by statute, and they change. Confirm with the specific branch or office before sending a representative — a two-minute call is worth more than any template.

Legal basis: Civil Code of the Philippines, arts. 1868–1878 (agency; the acts requiring a special power); PSA rules on the release of civil registry documents to authorised representatives.

Frequently asked questions

+Does an authorization letter need to be notarised?

Usually not. For routine claiming of documents, IDs, parcels and cheques, a signed letter with photocopies of both valid IDs is accepted. Notarisation adds weight and some institutions require it, so ask the receiving office first.

+Can I use an authorization letter to sell property or transfer a title?

No. Selling, mortgaging or otherwise disposing of property is an act of strict dominion under article 1878 of the Civil Code and requires a notarised special power of attorney. For a sale of land through an agent, article 1874 requires written authority, otherwise the sale is void.

+Who can I authorise?

Any person of legal age you trust. Some offices restrict release to a spouse, parent, child or sibling — the PSA, for instance, releases to direct relatives more readily. Check the office's rule before sending a friend.

+How long is an authorization letter valid?

For whatever period you state. If you state none, most offices treat it as covering that one transaction on or around the date of the letter, which is why an undated letter is often refused.

+Can I write an authorization letter in Tagalog?

Yes, and both versions are shown above. Government offices accept Filipino. If the recipient is a bank or a foreign-facing institution, English is the safer choice.

+Do I need to attach my ID even if my representative has theirs?

Yes. The office is verifying that you — the person with the right to the document — actually authorised the release. Your ID photocopy is what does that.

The law behind this

SPA or authorization letter? Article 1878 explained

Read →If you need an SPA instead

Notarising, consularising and apostillising an SPA

Read →