eNotaries.ph
ENFIL

Free Legal Form

Authorization Letter to Claim Documents

To let someone request and claim papers for you, such as a PSA certificate or school records. No notary needed. Sign it yourself, and give the person you send (your representative) copies of both IDs.

The Letter

For example, 8 October 2026.

For example, The Officer-in-Charge, PSA Civil Registry System Outlet, Batangas City. Leave it empty for "To whom it may concern".

You

In years, for example 34.

For a PSA Birth Certificate: your date and place of birth and your parents' names. For school records: your course and the year you graduated. Leave it empty to skip.

So the office can reach you to confirm. For example, 0917 123 4567.

Your Representative

For example, sister. The letter adds "my". Leave it empty to skip.

What to Claim

Say how many copies. For example: Two (2) copies of my PSA Birth Certificate. Or: My Transcript of Records and diploma from Batangas State University.

For example, I work abroad, or I am at work on office days. Leave it empty to skip.

IDs

For example, Philippine passport No. P1234567A.

For example, Driver's License No. N01-23-456789.

What you type is kept on this device only, so you can come back and finish later. Nothing is sent anywhere. Press Clear to erase it, especially on a shared phone or computer.

AUTHORIZATION LETTER

date

TO WHOM IT MAY CONCERN:

I, full name, age years old, and residing at address, hereby authorize representative's full name, to request, claim and receive on my behalf the following:

  1. document and number of copies

Attached are copies of my ID type and number and of my representative's ID type and number. My representative's specimen signature appears below. You may reach me at contact number to confirm this authority.

Thank you.

Very truly yours,

representative's full name
Specimen signature of representative
full name
Signature over printed name

Before You Print

  • Not legal advice. This is a general form. For your own situation, consult a lawyer, especially if your case is unusual or a lot of money is involved.
  • It does not need a notary to be valid. Sign it, and keep a signed copy.
  • This is a simple letter, not notarized. Your representative brings it with your ID and their own ID, the originals or photocopies as the office asks.
  • Some offices want a notarized Special Power of Attorney (SPA) instead, and some papers can only be claimed in person. Ask the office first. The PSA accepts either an Authorization Letter or a notarized SPA, and wants the letter dated, naming the document and the number of copies, with a fresh signature (not a copy) that matches your ID.

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