How to fill in this authorization letter
- 1Date
e.g. November 12, 2026 - 2Addressed to
e.g. TO WHOM IT MAY CONCERN: - 3Your full name
e.g. Maria Clara P. Santos - 4Your address
e.g. Blk 12 Lot 4, Mabini St., Brgy. San Isidro, Quezon City - 5Representative's full name
e.g. Jose Miguel R. Santos - 6Representative's address
e.g. Unit 3B, 45 Kalayaan Ave., Diliman, Quezon City
Claiming a parcel for someone
Couriers and post offices release a parcel to a representative who brings the addressee's authorization letter, a copy of the addressee's ID and their own ID. Put the tracking number on the letter so the counter can match it at once.
What to bring with the letter
The counter will compare three things: the letter, your ID and your representative's ID. Bring all three for the counter.
- This letter, printed and signed in ink by you (the principal).
- A photocopy of your valid ID, signed by you on the copy.
- Your representative's original valid ID, and a photocopy of it.
- Any reference the office gave you — a claim stub, a tracking number, an appointment slip.
Common mistakes that get a letter refused
Clerks refuse letters for the same handful of reasons. Check yours before printing.
- The representative's name does not match their ID exactly — include the middle name or initial as it appears on the ID.
- The purpose is vague ("to transact on my behalf") — say exactly what they may request or claim.
- The letter is unsigned, or signed with a different signature from your ID.
- The date is missing or old — many offices accept a letter for only a few weeks.
Customs and cash-on-delivery
If duties or a COD amount are due, the representative pays them at the counter — say so in the letter if you want to be explicit, and give them the amount in cash.
Questions people ask
Does an authorization letter need to be notarized?
Usually not. Most counters accept a signed authorization letter with photocopies of both IDs. When an office asks for a notarized paper, it usually wants a Special Power of Attorney (SPA) instead — a stronger, sworn form. Ask the office before you go.
What IDs should we bring?
The representative brings their own original valid ID plus a photocopy of yours, both signed. Use government IDs where you can — PhilSys National ID, passport, driver's license, UMID, PRC ID or postal ID — and make sure the signatures on the letter match the IDs.
Can I sign it on my phone?
Yes. Press the signature line and draw with your finger; it is placed on the paper and in the PDF. Many counters still prefer a pen signature on the printed copy, so sign over it again if you can.
What is the QR seal for?
Anyone who scans it sees who issued the letter, when, and the few details you chose to show, on docsofus.tekhx.com. A clerk can confirm the letter was not changed after you sealed it. You can withdraw the seal at any time from My Desk.
This page explains common practice and is not legal advice. Offices set their own rules — when in doubt, call ahead or ask your notary or lawyer.