GUIDELINES
- Clearly state that you are authorizing an individual to get the birth certificate.
- Write down the arrangements you have made clearly.
- End on a positive tone.
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],
This letter is to authorize one Bellatrix C. Courts to pick up the birth certificate of my daughter, one Samantha P. Park.
She is also to be able to have a look at any records which may be attached to the birth certificate at hand.
(the signature is very much necessary in this sort of letter)
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Authorization letter for a birth certificate. Sample letter.
Further things to consider when writing authorization letters to whom it may concern
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 Whom It May Concern
Letters to whom it may concern are letters addressed to unknown recipients. The term "To whom it may concern" is, basically, a letter salutation that has been used over the years in business correspondence when a sender doesn't have a specific recipient or doesn't know the name of the recipient. This may happen many times during your job search. For instance, you may be sending a recommendation letter, cover letter or any other job application material to someone you don't know. It is also appropriate to address a letter to whom it may concern if you're making an inquiry but don't know who to address your letter to.
Although sending letters to whom it may concern has been a common practice, other options such as, "To hiring manager", "To customer service manager", etc., can be used at the start of a letter. Of course, you should make an effort to find the recipient's name. You can look it up on the recipient's company website, LinkedIn or other professional social sites, or contact the office and ask the assistant for advice. However, when this is not possible, you can still use "To whom it may concern".
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