GUIDELINES
- Write a brief letter with information to the point. Include all the permissions or affidavits in form of a list. This helps the work to commence soon.
- Mention your approval to begin the work.
- Include all the details about the enclosures.
- Tell the reader that you are awaiting his/her response.
- End with a positive note.
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],
After careful deliberation, we are happy to inform you that we are accepting your proposal on the road rehabilitation project in San Isidro Highway. Expected date of completion for this is three years. We have included in this file a copy of the contract which states the terms and conditions for the project. We kindly request that you go over it thoroughly with all of your employees who will take part. For clarifications, you may contact me or set-up a meeting with us in our office.
Please make sure to sign and return the contract within three days of receipt so that work can begin.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Authorization letter example for road rehabilitation project.
Further things to consider when writing authorization letters to vendors
Authorization Letters
Authorization letters are letters meant to give someone permission to do something or officially take control of a situation. An authorization letter is usually considered as a written confirmation to allow someone to take a specific action, enter into a legal contract, delegate his/her duties, spend a specified sum of money, etc. Authorization letters can be written for quite a number of reasons, but the most common ones include authorization of power of attorney, confirmation to proceed with a project, authorization to collect documents, parental authorization for a child to travel, and authorization to act on behalf of someone.
When writing authorization letters, there are a few things you need to keep in mind. Write clearly and concisely and remember to mention that it is an authorization letter. Clearly state that the person is authorized to perform the task and the reason for it. State the arrangements you have made to help the authorized person carry out the specified task. Make sure to state the start date and the duration of the authorization. Maintain a professional tone even if you know the other person on a personal level. Close the letter on a positive tone and your signature.
Letters to Vendors
Letters to vendors are letters written to people or companies offering goods for sale. These letters could be written to inquire information about a product, terminate a contract with a vendor, or to inform a vendor of relocating of business. If you own a company, writing to your vendors is important as it provides you and the recipient with proof that you actually requested something or took action regarding an issue. It is also an effective way to communicate sensitive information that may not be communicated on the phone.
Letters to vendors must be written in the standard business letter format and should use an official letterhead. Start the letter with a statement that informs the recipient of the purpose of your letter. Explain the letter in details providing all the important information. For instance, if you are writing to terminate your contract with the recipient, mention the date when you want to effect the change. However, if your letter is to inform the recipient of your business relocation, you should provide the new business location and address. Be brief and use a professional tone. Finish on a positive tone and sign the letter with your full name.
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