Writing a letter of authorization to collect passport is useful in the event you cannot pick up you own passport. Generally the agency issuing the passport wants the recipient to pick up their own passport. In some cases they do make the exception to release another individuals passport to someone else. In this event, a letter will need to be written.

The letter is not difficult to write. The letter will just need to contain the reasoning you are not able to pick up your passport, who will be picking it up for you, and documentation proving your reasoning for not picking up you passport.

The heading of the letter should have several pieces of information. First is should contain your name, title, address, and contact information. Then it should have the addressee’s name, title, and the company they work for. This will clearly tell who the letter is for, who it is from, and where you can be contacted at.

The tone of the letter should remain professional, factual, and courteous. The tone should be strait to the point. The recipient of the letter will appreciate it if the author of it does not write them a long letter when the same information can be given in a short paragraph. The plus side to maintaining a short, professional, and factual letter is it does not leave much room for misinterpretations. This will help make the process go smoother and faster.

As soon as you know you will not be able to pick up you passport within the time frame originally established, you should write the letter. The sooner the letter is written the better the chances are the letter will be honored. This will give the recipient of the letter more time to process through the proper channels on within their business to ensure the letter is honored. If they have questions about the letter, they will be in touch with you as soon as possible.

There are various different reasons why a person would not be able to pick up their own passport that is approved by the department. Within the letter the author should state in their the specific reason. This department will want to see proof of this reason. For instance, the letter should have some attached documents of proof regarding the matter. In the letter, it should also state whom they could contact to verify the proof. The recipient will appreciate the facts and contact information provided immediately.

The letter of authorization to collect a passport is easy to write. This agencies do understand certain events of life take precedence over picking up a passport. These tips for writing the letter will make it all the easier.