Does an Authorization Letter need to be notarized?

Usually no. LBC, PSA, J&T, banks accepting check deposits, school registrars — these all accept unnotarized letters with two IDs and signatures. Notarization is required when the receiving agency specifically asks for it (some bank loan offices, SSS for benefit claims, the Register of Deeds, and the LTO for vehicle transactions).

What is the difference between an Authorization Letter and an SPA?

An Authorization Letter is for simple errand-style tasks (picking up, dropping off, paying for, signing for receipt). An SPA grants authority to do something with legal consequence (sell property, claim a benefit, sign a contract). Letters are typically not notarized; SPAs always are. See our [OFW SPA post](/blog/ofw-spa-grant-power-to-sell-or-claim) for the SPA side.

Can I use a generic template I find online?

Yes for the structure. But the receiving agency's specific phrasing matters more than the template. Always check whether the agency has a sample wording they prefer.

authorization-letterlbcpsasssdocument-guidehow-to

Authorization Letter that LBC, PSA, SSS, and the bank will actually accept

May 23, 2026 · 7 min read · by Lyra Espejo

A tidy wooden desk with a notebook, pen, and laptop in soft natural light. — Photo by Mediamodifier on Unsplash — photographer · Unsplash

Hello — and thanks for stopping by this late.

A reader from Las Piñas wrote in last month. They sent their teenage daughter to LBC with an Authorization Letter to pick up a package. The branch refused it — twice. The letter looked fine to the reader. It said her daughter's name, it said the tracking number, it had a signature.

What was missing: the reader's signature didn't match the ID, the daughter's ID number wasn't on the letter, and the date said "May 2025" when the package was being picked up in May 2026.

LBC was right to refuse. They almost always are. The good news is that you can fix every common rejection with a short checklist.

What an Authorization Letter does

An Authorization Letter is a short written statement that says, essentially:

I, [your name], authorize [representative's name] to do [specific task] on my behalf on or about [date].

That's the whole document. Three names, one task, one date, two signatures.

It is not a contract. It is not an affidavit. It is not a Special Power of Attorney. It is the lowest-power instrument in the family — meant for errand-level tasks where someone else is acting as your hands.

Common uses:

Claiming a package at LBC, J&T, JRS, Ninjavan, GrabExpress
Picking up a PSA certificate (birth, marriage, CENOMAR)
Filing a school form or claiming a school document
Depositing a check (not withdrawing — that needs more)
Paying a bill where they want the payer's name on file
Submitting paperwork at a government window where you've already pre-prepared the documents

What the receiving counter actually checks

Across LBC, PSA, J&T, schools, and most government windows, the same things get verified:

Your name — must match the ID you attach.
Your representative's name — must match the ID they bring.
Your signature — should look like the signature on your ID. The agent will compare.
The representative's signature — required so they can sign for receipt.
The specific task — vague tasks get rejected. "Claim my package" is fine; "do whatever's needed" is not.
The date — current date, not last year's.
Both ID numbers — yours and the representative's. Photocopies attached.

That's the universal checklist. Different agencies add specifics on top.

A working template

Here's the version that consistently gets accepted:

[Today's date — e.g., 23 May 2026]

AUTHORIZATION LETTER

To Whom It May Concern,

I, MARIA TERESA REYES, of legal age, Filipino, with residence at 14 Quezon Street, Barangay Looc, Mandaue City, holder of Philippine Driver's License No. N04-12-345678 issued by the LTO on 14 March 2024, valid until 14 March 2034, do hereby authorize my daughter, ANNA MARIA REYES, of legal age, Filipino, with residence at the same address, holder of PhilSys National ID No. 1234-5678-9012-3456, to claim on my behalf the following:

The package from LBC with tracking number 5678-1234-0098, expected at LBC Mactan Branch on or about 24 May 2026.

She is also authorized to sign the receipt of the package and any related delivery documents.

Attached are photocopies of both IDs. Thank you for your assistance.

Sincerely,

MARIA TERESA REYES

ANNA MARIA REYES (Representative — for receipt)

Tape the photocopies of both IDs to the bottom of the letter, or staple them as a second page. Don't paperclip — counters lose paperclipped pages.

What people miss

The mistakes we see, in order of frequency:

The signature doesn't match the ID. People practice their "official" signature and use a different one day-to-day. The counter compares against the ID — if it doesn't look like a match, they refuse. Sign the letter using the same signature that's on whichever ID you're attaching.

The representative's ID isn't included. A surprising number of letters list only the principal's ID. The representative needs to prove who they are at the counter; without their ID number on the letter and a copy attached, the counter has nothing to verify against.

The date is stale. Authorization letters older than 30 days raise suspicion. Letters older than 90 days are often refused outright. If you're not sure when the representative will go, draft a new letter that day.

The task is too broad. "Claim my mail" is too broad. "Claim the package with tracking number 5678-1234-0098 at LBC Mactan branch" is correct. The counter wants to confirm the representative knows what they're picking up.

The ID type isn't accepted. Some agencies require government-issued ID (LTO license, passport, PhilSys ID, postal ID, voter's ID). They don't accept school IDs, company IDs, barangay clearances, or NBI clearances as primary ID. Check the agency's requirements; default to a national ID or driver's license.

Forgetting the representative's signature. They need to sign too — they're acknowledging that they accept the authorization. Some agencies will write "received by ___" and have the representative sign at the counter; others require the signature on the letter itself. To be safe, get both signatures up front.

Sending more than one task in one letter. "Claim my package AND deposit my check AND pick up my CENOMAR" is asking the counter to verify three separate things. They'll refuse. One letter per task.

When you actually need an SPA instead

If the task is one of these, an Authorization Letter is not enough — get a notarized SPA:

Selling property
Buying property
Signing a deed of any kind
Claiming an SSS, GSIS, Pag-IBIG, or PhilHealth benefit
Withdrawing (not depositing) from a bank account
Filing a court pleading
Settling an estate
Filing taxes on someone else's behalf

The line between "letter" and "SPA" is essentially: is the act revocable and low-consequence (letter), or does it create legal consequences for the principal (SPA)?

A notary should be able to tell you which one applies if you describe the task.

Agency-specific tips

LBC, J&T, Ninjavan, GrabExpress:

Letter is fine, unnotarized.
Bring photocopy of YOUR ID and photocopy of representative's ID.
The tracking number must be on the letter.
Some branches require representative's contact number on the letter.

PSA (births, marriages, CENOMAR):

Letter is fine, unnotarized.
Online-ordered PSA certificates can be claimed by anyone holding the printable reference slip — no Authorization Letter needed at the courier or pickup.
For walk-in PSA branches, attach the registry number you're claiming.

Schools (registrar, principal's office):

Unnotarized letter accepted.
Student's full name, student number, and the specific document being claimed (TOR, COR, Diploma, etc.) must be on the letter.
For diplomas specifically, some universities require the alumnus's appearance OR a notarized SPA. Call ahead.

Banks (deposit only, not withdrawal):

Most accept unnotarized for depositing.
For withdrawing or accessing the account, you need a notarized SPA — see our OFW SPA post.
Cheque deposits typically work with just a letter; cash deposits to a specific account often don't even need the letter.

SSS, GSIS, Pag-IBIG, PhilHealth:

For inquiries and document submission, letter often accepted.
For claiming a benefit (lump-sum, monthly pension, loan disbursement, contributions printout), they want either an in-person appearance OR a notarized SPA. Letter alone is not enough.

Government windows (BIR, DTI, SEC, LTO, NBI):

Mixed. BIR for tax filing: letter sometimes accepted, but the BIR officer at the window has discretion.
LTO for renewal: representative possible with notarized SPA; for new transactions usually in-person.
NBI clearance: walk-in only. No letter helps. The applicant must appear because the clearance includes biometrics.

Common questions

"Can I send a photo of the letter via Viber instead of giving a printed copy?"

Usually no. The receiving counter wants the original or a clear printed photocopy with attached ID copies. A phone-screen photo is harder to attach to their records.

"What if I'm a minor?"

If you're under 18 and trying to authorize someone, your authorization needs to be co-signed by your parent or guardian. Most agencies won't accept letters from minors alone.

"What if I don't have an ID with a photo?"

Get one before sending a representative. PhilSys National ID is free and arrives by mail; the postal ID is fast and cheap. Without a photo ID, your authorization letter is hard to verify.

"Can my representative bring a screenshot of my ID?"

Some counters accept a clear screen-photo on the representative's phone if the original is shown later. Most prefer a physical photocopy. Default to photocopy.

What to do next

For the most common cases (LBC, PSA, school, J&T, bank deposit):

Use the template above. Edit the names, addresses, ID numbers, and task.
Print it.
Sign it using the same signature that's on your ID.
Have your representative sign it.
Photocopy both IDs. Attach to the letter.
Send your representative with the letter, the photocopies, and their original ID.

For higher-stakes tasks (bank withdrawal, property, benefits, government filings):

Don't use a letter. Use a notarized SPA. The notarization cost (₱100-300) is much less than the cost of a refused transaction.

For OFWs whose representative is in the Philippines:

A consular-notarized SPA is the standard. See the OFW SPA post for the consulate process.

If you're a notary lawyer reading this — your clients often arrive with the wrong instrument for their task. Take the extra minute to confirm whether they actually need a notarized document, or whether a free letter would do. Some clients you'll send away (which builds trust). Some you'll keep and write a proper SPA for. Either is a good outcome.