GUIDELINES
- When you are authorized to do something or take control of a situation, you should write a follow-up letter. You can show this letter as proof of authority to a third party. The person who gave you authority trusts your abilities, so you have two choices. Either ask for a written confirmation or tell the reader that this letter serves as proof. If you need to present the evidence of authority to a third party, go with the first option.
- Start your letter by stating your understanding of the nature of authorization you have received.
- If you have any confusion, ask your reader to clear it out. Talk about the details that you missed or could not discuss properly.
- If it's alright, end your letter with a definite statement about this arrangement.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
To avoid any misunderstandings, I am writing to make sure that I have understood the instructions you have given over the phone. If I understand correctly, I am authorized to make changes to the client meeting schedule in your absence. I do not have to call you before confirming any changes in scheduling because you will have access to the document and keep track of all changes.
Please confirm if this is correct. Thank you very much!
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to request a confirmation of given authorization.
Further things to consider when writing request letters to management
Request Letters
Request letters are letters written to ask formally or politely for something. Any matter that requires a humble and polite appeal can be put forward using a request letter. It could be a job interview, a promotion, or a favor; a request letter will get the job done. A request letter can be formal or informal depending on the recipient. If you are requesting a friend to do a task for you, for instance, you can choose to go informal. But if you are requesting your manager for a promotion, the letter has to be formal. Either way, a request letter must be sent early enough to give the recipient ample time to process and respond to the request.
When writing request letters, you need to be brief and direct, avoiding any auxiliary information that might weaken the message you are conveying. State exactly and clearly what you are requesting for giving reasons for it. If you are requesting for a raise, for example, explain in details why you think you deserve one. Maintain a polite tone throughout the letter. Close the letter by thanking the recipient in advance and expressing your anticipation for his/her consideration.
Letters to Management
Letters to management are letters written to the personnel or department that controls and makes decisions for a company or organization. These could be job application letters to apply for jobs, complaint letters to raise complaints, inquiry letters to request information, etc. Under all circumstances, all letters written to the management should be formal, contain all the necessary information, and free of grammatical errors. They must also be typed in a legible and professional font. Make sure not to include any sensitive information especially when the letter is not addressed to a specific person.
Before writing letters to management, you need to think about what you want to achieve and exactly who you are writing to. Use proper address and salutation. If you do not have an existing relationship with the recipient, introduce yourself in the first paragraph. Start with the most important information and go directly to the point. Keep it brief. However, if your letter is relatively lengthy, break it into short paragraphs. If there are any attachments, make sure to mention that in the letter and give a brief description of what they are. Finish with an expression of appreciation and give your contact details.
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