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Lawyers and their clients for collecting legal documents also use an Authorization Letter. It is a very important document as it gives the power that is exerted at the giver’s discretion. The individual who gets this letter has a lot of responsibility on her/his shoulders. As Superman says, “With great power comes great responsibility”.

While writing an Authorization Letter the writer must be sure to whom s/he is giving the letter, as it needs to be given after serious thinking. The recipient of the letter should be a trusted person known to be having no mal-intentions. An Authorization Letter should be simple and crisp. It should clearly indicate who is being authorized and for what work. The exact validity of the authorization forms a very important part of this letter. There should be no room for ambiguity in the Authorization Letter as it is a very powerful tool in the recipient’s hands.

DOS AND DON’T’S OF AUTHORIZATION LETTER

• An Authorization Letter should clearly indicate the full name of the person who is being entrusted with the tool
• The period of validity of the letter should also be very clearly mentioned in the letter
• The work for which the Authorization Letter is being given should be specified in simple language in the letter
• A very clear non-ambiguous letter is a must with the Authorization Letter
• The Authorization Letter should also carry the date when the letter is issued
• The letter should be very short and crisp. A lengthy letter loses its importance
• It is very important to check the letter for spelling and grammar

SAMPLE AUTHORIZATION LETTER

TO WHOM SO EVER IT MAY CONCERN

Date:

I _____________ (name of the person giving the letter) hereby authorize ________ (name of the person who is being authorized) to collect my property documents from my lawyer ______________ (name of the lawyer).

This authorization letter is valid for _________ (number of days of validity) from the issuance date after which it becomes null and void.

For security purposes, I have attested below the signature of the authorized person.

___________ (name and signature of the person giving the authorization letter)

_________ (signature of the person authorized)

_________ (attestation of above signature by person giving letter)

Letter:

Constance W. Lopez

3725 Davisson Street
Fairmount, IN 46928

14 November 2001

To

Peter Humphrey

HR,

Computeyour technologies,

New York

Dear Mr. Peter,

I write this letter to inform you that I am nearing my baby due date and my doctor has given 21^st November as my due date for baby delivery. He also advised me to be under his supervision as soon as possible. So, I want to inform you that I need leave for 8 weeks starting from 16^th November. In addition I want to inform you that I have my full annual leave allowance and cover my maternity leave under this allowance.

If wish to join office soon, I will notify you about it and if I want to extend my leave period I will notify you as well. I kindly request to approve my leave and notify me as soon as possible.

Thanking You,

Yours Sincerely,

Constance W. Lopez

• Receiving the Application Forms from various candidates for the job advertised
• Scrutinizing all the applications to eliminate all such applications which do not meet the initial criteria of selection
• Calling the short listed candidates for the first round of formal selection, which could either be a group discussion or the first round of interview
• Another round of short listing while interviewing the candidates by putting the remarks on their applications itself
• Second or final round of interview with a panel of members so that the selection process is perfect and has inputs of more than one member to be doubly sure of who is being finally hired

Superiors or the Human Resource Department who are involved in the hiring process should really be emotionally tough as it calls for great courage to choose “the best among the best”. Meaning thereby that to say ‘no’ to all candidates except one is really an uncomfortable feeling – at the end of it the Superiors or the HR Department are also employees of the organization.

What level of individuals get involved in the selection process also depends on the size of the organization,say, for example, a small organization, which does not have a proper Human Resource Department in place, might choose to involve the Director or the head of the organization to make the final selection. However, large sized companies may have departmental heads to do the job and the only involvement of the company head may be to know that the loop of the hiring process has been successfully closed.

Points to remember while drafting an Appointment Letter:

• The Appointment Letter should clearly give the designation for which the individual is being hired
• The Terms and Conditions under which the hiring has been done should also be clearly mentioned. For example, whether the individual is being hired as a ‘confirmed’ employee or one on ‘contract’ to be confirmed after a specified period of time
• The date from which the Appointment Letter is effective should be specified in the letter
• Things such as the Leave structure also should be specified to avoid any confusion
• Period of the particular employment status should also be mentioned
• The letter should be addressed to that one particular individual whose name, address, etc should be clearly mentioned to avoid misuse of the document
• Who will the individual report into and which office base (if multiple locations) will s/he operate from should also be a part of the letter
• Information which needs to be emphasized should be typed in ‘bold’
• It should not be a hand written letter but a typed one on the company letter head
• The Appointment Letter should be signed by the highest authority in the organization responsible for the decision to hire the concerned individual and should also carry her/his designation
• Date on which the Appointment Letter is being issued should also be clearly mentioned
• It is the first ever formal document that the individual receives from the company, so it should be sensitively yet professionally worded
• It should be in duplicate – one to be given to the new employee and the second one to be signed by the employee and duly returned to then be handed over the HR department

SAMPLE APPOINTMENT LETTER (Template)

Ms/Mr. ________________

Address of the selected candidate

Date of issue of Appointment Letter

Subject: Your application for the post of _______________

Dear Ms/Mr _______________

We are in receipt of your application for the post of _____________. We are pleased to inform you that our organization has found you eligible for the profile described.

You are requested to report at our office as per address given below at 9:30AM on ___________ (date from when the individual is expected to join) in approval to your appointment.

Name of the Company

Complete address with phone numbers/landmarks (if any)

This is to inform you that this letter will be null and void in case you do not report at the date and time specified in this letter.

As per our Company policy, you will be on Contract for a period of _____ (specify the period as per the HR policy) and then, based on your performance and review you will be taken to the next level of employment in the organization.

During your Contract period you are entitled to take ________ (specify the leaves that the employee can take as per your Leave policy). In cases of emergency for any extra leave requests however the decision will be upon the management.

We hope to have a long successful professional relationship with you and wish you all the very best.

Yours sincerely

________________

(Designation of the authority)

cc: Human Resource Department