How to Write a Letter of Authorization: Check Claiming
If someone other than a check payee is to claim a check, the payee must write a letter authorizing the designated representative. It is always a good idea to call the person or business dispensing the check to ask if there are any special requirements, but in general, the Letter of Authorization should contain the following information:
Payee information: Write the payee’s name and address at the top. Use the payee’s name as it is expected to appear on the check. Do not use nicknames.
Date: Place the current date directly below the payee information.
Letter-recipient information: Recipient information begins below the date. Use the name of an individual, if possible. Include the individual’s title, if known. Follow this with a company name when applicable, then the address.
Salutation: Use a simple salutation directly under the recipient information. Use “Whomever it May Concern” if there is no individual name or title.
Authorization: Come right to the point in the first sentence in the body of the letter. Name the representative using the name which appears on the representative’s primary ID, again avoiding nicknames. State that the representative is being authorized to claim the check for the payee.
Check identification: Include a description of the check to be claimed. Describe it as a paycheck for the week ending January 12, for example. Use whatever descriptive information helps the recipient clearly identify the check.
Date range: Provide a date or date range during which the authorization applies.
Any further information: Be sure to mention any additional instructions or information needed. If the representative should show ID, or should present the payee’s ID, include these instructions. A request for a phone call or email to the payee, immediately after pick-up, can also be added.
Contact information: Include the payee’s email address or phone numbers, should the recipient wish to make contact.
Closing: Use a simple closing like “Thank you.”
Payee name: Skip four lines to leave room for a signature and type the name of the payee below the closing.
Signature: Always sign the letter in ink.
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Sample letter:
Samantha J. Smith
123 Maple Ave.
Anytown, OH 44414
September 12, 2015
John Jones, Bursar
Miller State University
45 Campus Dr.
Othertown, OH 40001
Dear Mr. Jones:
I, Samantha L. Smith, authorize my husband, Jacob E. Smith, to claim my reimbursement check from your office.
The check is reimbursement for a tuition overpayment made for the first semester of the 2015-2016 school year. Mr. Smith will present this letter at the Bursar’s window between September 14 and 18 to claim the check.
Mr. Smith will be carrying my University ID, as well as his own, and will present the two IDs at pick-up.
Please contact me at 222-555-5679, if you have any questions or concerns.
Sincerely,
[Signature]