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],
I hope you are enjoying your much-deserved vacation!
I am sorry to bother you with this while you are on break, but I would just like to confirm if it is all right for me to sign the latest batch of papers that have come in. I know you told me that I would be taking over all tasks in your absence, but since affixing my signature would make documents legally binding, I wanted to ensure that this is something you would want me to do. Thank you for clarifying this!
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Request confirmation of an authorization. Sample letter.
Further things to consider when writing request letters to colleagues
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 Colleagues
Letters to colleagues are, simply, letters written to coworkers. These letters are written in a business or professional setting for different purposes. Maybe you want to thank a coworker for doing you a favor - write a thank-you letter. You want to congratulate him/her for a promotion - write a congratulation letter. Perhaps you want to apologize for doing something wrong - write an apology letter, or may be you have found a new job, and it's time to say goodbye - write a farewell letter. Although some colleagues may find writing letters a tedious process, it is a great way to maintain a strong working relationship.
Most letters to colleagues are informal. You really don't need to use all that formal jargon to people you know pretty well ? do you? Begin your letter with a warm and friendly salutation and the proper name of the recipient. Clearly state the purpose of your letter. Be specific and know exactly what you are talking about. Use clear language which the recipient can easily understand. Maintain a friendly and pleasant tone. Close the letter positively and with a note of anticipation that the recipient will take the necessary action.
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