Don't get turned away at the counter: authorization letter template and 4 samples for the Philippines
Can't go yourself? Send someone with this letter, a photocopy of your ID and their own ID. 4 samples cover PSA, school records, a COE and final pay.
Authorization letter template
Replace every line in [brackets]. Name the exact document, like "Transcript of Records".
Sign it the way you sign on the ID you'll send with it.
Give the person the letter and a photocopy of your valid ID. They bring their own valid ID too.
Print and sign it. Ask the office first if they have their own authorization form. Download the Word file
[Date]
[Office or person, e.g. The Registrar]
[Company, school or agency]
[Address]
To whom it may concern:
I, [your full name], authorize my [relationship, e.g. sister], [full name of the person you're sending], to [claim, or request and claim] my [exact document, e.g. Transcript of Records] on my behalf on [date].
I can't go myself because [short reason, e.g. I work on weekdays].
[Details the office needs to find your record, e.g. your student number, or your employee ID and dates.]
[First name] will bring this letter, a photocopy of my valid ID and [his or her] own valid ID.
For questions, you can reach me at [mobile number] or [email].
Thank you.
Sincerely,
[Your signature, the same as on your ID]
[Your full name]
Specimen signature of [full name of the person you're sending]:
[Their signature]
Authorization letter samples
Pick the one closest to what you need, copy it, and change the names, dates and details.
Authorization letter for PSA (birth certificate)
For someone getting your PSA birth certificate for you. PSA asks that the letter name the document and the purpose, and that the person can give the details its application form needs, so the letter lists them.
Example only. Maricel Reyes Gonzales is an invented person, and every detail is made up.
I, Maricel Reyes Gonzales, authorize my brother, Jun Reyes Gonzales, to request and claim one copy of my PSA birth certificate on my behalf. I need it for a job application.
My details, as they appear on my birth certificate:
Full name: Maricel Reyes Gonzales
Date of birth: March 14, 1999
Place of birth: Batangas City, Batangas
Father's name: Ramon Dizon Gonzales
Mother's maiden name: Liza Mendoza Reyes
Jun will bring this letter, a photocopy of my valid ID and his own valid ID.
For questions, you can reach me at maricel.gonzales@example.com or +63 900 000 0000.
Authorization letter to claim your TOR and diploma
For your school's registrar. Put your student number, course and the year you graduated so they can find your records. If your school has its own authorization form, use that instead.
Example only. Christian Ramos is an invented person, and every detail is made up.
I, Rowena Castillo, authorize my husband, Dennis Castillo, to claim my certificate of employment on my behalf on October 9, 2026. I asked for it by email on October 5, 2026.
I worked at XYZ Marketing Corp. as a Sales Coordinator from February 2022 to September 2026.
I'm in Davao for a job interview this week, so I can't pick it up myself.
Dennis will bring this letter, a photocopy of my valid ID and his own valid ID.
For questions, you can reach me at rowena.castillo@example.com or +63 900 000 0000.
Thank you.
Sincerely,
Rowena Castillo
Specimen signature of Dennis Castillo:
Dennis Castillo
Authorization letter to claim your final pay
A general sample for any company you've left. Ask HR first if they'll release it to someone else. The letter lets the person receive the check only, so nobody signs papers for you.
Example only. Mark Anthony Flores is an invented person, and every detail is made up.
I, Mark Anthony Flores, authorize my sister, Grace Flores, to claim my final pay check on my behalf on October 12, 2026.
I worked at ABC Builders Inc. as a Warehouse Checker, employee number 1187, until September 30, 2026.
I can't go myself because I start a new job that day.
Grace may receive the check only. Please send any form I need to sign to my email.
She will bring this letter, a photocopy of my valid ID and her own valid ID.
For questions, you can reach me at markanthony.flores@example.com or +63 900 000 0000.
Thank you.
Sincerely,
Mark Anthony Flores
Specimen signature of Grace Flores:
Grace Flores
What the person you send needs to bring
Offices commonly ask for three things: the signed letter, a photocopy of your valid ID, and the other person's own valid ID. Sign the letter the way you sign on that ID, since the two get compared.
PSA birth certificate and other PSA documents
PSA's 2025 Citizen's Charter lists what an authorized representative brings: a valid ID of the document owner, a valid ID of the representative, and the authorization letter or a notarized special power of attorney, as an original and a photocopy. On the letter, it says:
"Issued by the document owner or the legal guardian, and specifically state that its purpose is to secure civil registry document from PSA. A general statement as to the purpose will not be accepted."
The charter also says the full name and signature on the letter must be identical to the document owner's valid ID.
NBI and police clearance
There's usually nothing for someone else to claim. On the NBI's citizen's charter, the clearance center takes your fingerprints, photo and signature, then prints your clearance. The PNP's own guide says:
"For first time applicants, personal appearance is required to have photo, electronic signature, and biometrics taken."
No single rule covers these. Each school and company sets its own, and some have their own form, so call or email first and ask what the person should bring.
This is general information, not legal advice. An office can ask for more, like a notarized special power of attorney, so check with them before you send someone.
Does an authorization letter need to be notarized?
Not for most document claims. PSA, for example, takes a signed letter or a notarized special power of attorney. If an office wants it notarized, they'll say so, so ask before you go.
Can I handwrite an authorization letter?
Yes, for a PSA outlet. PSA's charter says it can be typewritten or handwritten on a clean sheet of paper, with your signature. Ordering online through PSAHelpline? It has its own online letter of authorization.
What ID does the person I authorize need?
Their own valid ID, plus a photocopy of yours. PSA's charter lists the IDs it takes, including the National ID, passport, driver's license, PRC ID, postal ID, voter's ID, UMID, and an NBI or police clearance.
Can someone claim my NBI clearance for me?
Usually there's nothing to claim. The NBI prints your clearance after your fingerprints and photo are taken at the center, so you're there when it comes out. If yours is on hold, ask the center whether they'll release it to someone else.
How long is an authorization letter valid?
For the date or dates you write on it. Put the day the person will go, so nobody can reuse the letter later.
What's the difference between an authorization letter and a special power of attorney?
An authorization letter is a signed letter for one task, like claiming a document. A special power of attorney (SPA) is notarized and is often used for bigger things, like property or bank matters. When in doubt, ask the office which one they take.
Papers sorted? Find a day shift job to send them to.