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Proxy Authorization Letter for a Meeting

Proxy Authorization Letter for a Meeting. Fill it in online, choose the tone, witness block and layout, and download a print-ready PDF.

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Proxy Authorization Letter for a Meeting - sample

Manchester
Date: 06/10/2026

To
The Branch Manager
City Bank, High Street, Manchester

Subject: Proxy Authorization Letter for a Meeting

Dear Sir or Madam,

I, Maria Garcia, holder of National ID card no. AB1234567, residing at 45 Park Road, Manchester M1 4AB, hereby authorise Carlos Garcia (my brother; National ID card no. CD7654321) to act on my behalf for the following purpose:

To attend and vote on my behalf at the annual general meeting to be held on 06/10/2026, and at any adjournment of it, on every matter placed before it, as the authorised person thinks fit unless I have given instructions below.

Valid until: 06/10/2026

I accept everything the authorised person lawfully does under this authorisation in this matter, and I request you to extend full cooperation to Carlos Garcia.

Yours faithfully,



Maria Garcia

Specimen signature of the authorised person: ____________

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Proxy Authorization Letter for a Meeting

An authorization letter gives another person written permission to act for you - to collect a document, deal with a bank or an office, or complete a formality - when you cannot be there yourself.

When to use it

  • Collecting a passport, parcel, certificate or visa result on your behalf
  • Handling a bank, tax or insurance matter while you are away
  • Attending a meeting, society or court-office formality for you
  • Picking up a child from school or taking them to a doctor

How to write Proxy Authorization Letter for a Meeting

  1. Write who you are, with your ID type and number, and who you are authorising, with their ID details.
  2. State exactly what the person may do. A clear, limited purpose is accepted more easily than a vague one.
  3. Add a validity statement, witness boxes or a notary note if the office asks for them, then sign.
  4. Give the authorised person the signed letter with copies of both identity documents. Most offices also check the original ID.

Attach with it

  • Self-attested copy of your ID
  • Copy of the authorised person's ID
  • Original ID of the authorised person at the time of collection

Common mistakes

  • Authorising 'everything' instead of one clear purpose
  • Forgetting the ID numbers of both people
  • Not stating how long the letter is valid
  • Handing the letter without a photocopy of your ID

Options you can choose

Tone and salutation, validity statement, ID-copies note, witness boxes, execution note (notary / stamp paper / oath), QR or reference box, four layouts and - in any language except English - a side-by-side English copy.

How to write a Proxy Authorization Letter for a Meeting

  1. Fill in the form: Your full name, Your address, ID type, Your ID number, Addressed to (name, office, address), Name of the authorised person.
  2. Add your letterhead, logo, footer or watermark if you like.
  3. Download a print-ready PDF - or send it for e-signature.

Authorization letters →

FAQ

Does an authorization letter need to be notarised?

Usually not for a simple errand such as collecting a parcel or a document. Banks, courts, property offices and some embassies ask for a notarised or stamped letter, so check the requirement of the office that will receive it and tick the execution note in the form.

What must an authorization letter contain?

Your full name, ID type and number and address; the full name and ID of the person you authorise; exactly what they may do; the date; and your signature. A validity date and a specimen signature of the authorised person make the letter easier to accept.

Do both people need to carry ID?

Yes. The authorised person should carry the original of their own ID plus a photocopy of yours, and often your original ID as well when the office is strict - for example for passports and bank lockers.

Can I withdraw an authorization letter?

Yes. Tell the authorised person and the office in writing. A letter that says it is valid until withdrawn stays valid until you do.

Is this Proxy Authorization Letter for a Meeting template free?

Yes. You can fill it in online and download it as a PDF for free, without installing anything.

Can I change the wording?

Yes. Every sentence of the document can be edited on the page before you download it.

Is this template available in other languages?

Yes - the same document is available in 26 languages. Use the language links on this page.

This is a general template, not legal advice. Check any requirements that apply in your country or organisation.

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