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Authorization letter to collect documents

A university, registrar's office, court or company will hand over documents only to the person named or to someone with written authority. When you are abroad, unwell or in another city, you send someone with this letter and copies of both IDs.

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Sample

To, The Controller of Examinations, Mahatma Gandhi University, Kottayam.

Subject: Authorization to collect my original degree certificate

I, Anjana Krishnan, holding Aadhaar no. XXXX XXXX 4321, residing at 22 Sreenagar, Kottayam 686001, am unable to come in person as I am currently employed in Dubai.

I hereby authorise my brother, Mr. Arun Krishnan, holding PAN ABCPK1234F, to collect my original B.Com degree certificate (register no. 170021012345, 2020 batch) on my behalf and to sign the acknowledgement register.

This authorisation is valid for 30 days from the date below. Copies of my passport and my brother's PAN card are attached. Kindly hand over the certificate to him.

Signed
Anjana Krishnan (authoriser) · Arun Krishnan (authorised person)

Names, numbers and dates above are examples. Replace them with yours.

What it must include

The exact document(s) with any reference number
Your name, address and ID; the other person's name, relation and ID
Why you cannot come (optional, but offices like it)
Permission to sign the acknowledgement / receipt
Validity period; signatures of both; ID copies attached

Common mistakes

"Collect my documents" without naming them — the office may refuse or hand over the wrong ones.
Only one signature; many offices want the authorised person's signature on the letter too.
No ID copies attached.

Stamp paper, notary and signing

No stamp paper for most offices. Some universities ask for the letter to be notarised if you are abroad; a scan signed by you is often accepted, but carry the original if possible.

Common questions

I am abroad. Can I email a signed scan?

Many universities accept a signed scan plus ID copies; some insist on a notarised original or embassy-attested letter. Ask the office first.

Is this a power of attorney?

No. A POA is registered and covers legal acts; this is for a routine collection. For property papers from a sub-registrar, a POA may be needed.

Can I authorise a courier company?

Some universities send certificates by post on application; otherwise authorise a person, not a company.

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This page is a template and general guidance for a common situation, not legal advice. Rules differ by state and office; check with the office that asked for the document. Last reviewed October 2026.