While it may be tempting to jot down this letter on paper, make sure it is typewritten as it looks more professional. Use an appropriate business tone and keep the letter formal. This doesn’t have to be a long letter, just keep it short and sweet.
Standard Business Format
A standard business format should be observed. Traditionally, these letters are going to an organization, bank or other larger corporation. However, if the letter is written to someone that is known personally, then it can be written a bit more casually. In business format, the name and address goes at the top of the left hand page, all single spaced. Skip a couple lines and then put the date. Then skip a few more lines and add the company or recipient of the letter. If there is a specific person who needs to see this letter, make an attention line. The salutation is one area that people often question. It can be difficult to know whether to use a term that is generic like, “To Whom It May Concern” or to use a more acceptable "Miss," "Mrs." or "Mr.” Always use the first name if you know the person. If the contact is not known, then use a more generic salutation.
Body of the Letter
The body of the letter should be single spacing and this may need to be notarized, depending on who the letter is going to. Be sure to put the credit card number and the full name of the person that is authorized to use it. The store or association will want to verify all the information to be corrected before they allow a transaction to go through.
One thing to keep in mind is that if the authorization is for a specific transaction or a period of time, this needs to be noted. Be sure to put a beginning and ending date if necessary. Be sure to give the reasons why the authorization is occurring. Why is this party allowed to use the card? For instance, if they are buying a plane ticket, make sure they only buy a plane ticket. Be specific in the letter so the other party can protect your best interests.
Give a copy of this letter to the person who is authorized, as well as the location or store that is should allow this transaction. Because it has sensitive information on it, be sure the person is trustworthy and that there will be no future problems.
Sample Credit Card Authorization Letter Below is a sample credit card authorization letter. It should be typed in formal business style. Since it is an important letter, it shouldn’t be hand written. It should be sent by certified mail to have proof of when it was sent and received.
Sample Credit Card Authorization Letter Carol Withe 71 Haft Drive Columbus, Ohio 43068
My dear friend, Joseph Bernardino, is going to be handling my grocery shopping needs for me while I am laid up from surgery. I have to have a surgical procedure that will require me to have complete bed rest for a month. During this time, he will be handling my grocery shopping, as well as my other bill payments during this period.
The card he is using is authorized to use is a Master Card issued through Global Bank and it has a $500 limit. I have given him this card and the card number is 5490-8745-0934-1289.
Please authorize Joseph to use this card to purchase items from your store from DATE until DATE. Any purchases after this time period will not be approved by me and will be disputed to the credit card company.
I also ask that you always check for identification and a copy of this letter when making any transactions with Mr. Bernardino. He has always been a trustworthy and faithful friend, but I want to make sure that the proper precautions are in place to protect my credit card.
If you should have any questions about this credit card authorization, or you need me to complete another form, I will be more than happy to do so. I can be reached anytime at 555-710-4589. The card he is using is authorized through Global Bank and only has a $500 limit.