Authorization Letter: What Remote Workers Need to Know

Key Takeaways

1. An authorization letter isn’t just admin work. They’re productivity lifelines for remote workers.
   
2. The most relevant types are for NBI clearance, COEs, affidavits of loss, and medical certificates.
   
3. Details matter. Clear wording, validity dates, and ID attachments are non-negotiable.

Introduction

Remote work gives Filipino talent the freedom to build careers across borders, but the Philippines still runs on paperwork. Government agencies, HR departments, and banks often require physical presence to process documents. For remote workers, this is a challenge.

That’s where an authorization letter comes in. More than just a signed note, they are productivity tools that let you delegate in-person tasks while you stay focused on your global role. Yet most guides stop at providing bare templates. This article takes a deeper dive into how authorization letters truly work for remote employees, where they matter most, and the insider tips that prevent rejections and wasted time.

What Is an Authorization Letter? 

Authorization letters are documents granting another person the legal right to act on your behalf. For remote workers, this means you don’t have to pause work or travel back home just to renew a clearance, claim a certificate, or submit government paperwork.

In short:

• You save time and income by delegating admin tasks.
  
• Global employers save productivity by avoiding onboarding or compliance delays.
  
• Bureaucracy doesn’t get in the way of your career.
  
  

Common Types of Authorization Letters

Here are the most relevant types of authorization letters that remote employees in the Philippines may need:

1. Government ID and Clearance Processing
   
   • NBI Clearance Renewal: Authorizing someone to renew or claim your NBI clearance, which is often needed for employment verification.
     
   • TIN Online Application (Follow-Up): Sometimes online processing requires in-person validation; an authorized person can handle this.
     
2. Employment-Related Requests
   
   • Certificate of Employment (COE) Pick-Up: Remote workers may need a representative to claim a hard copy COE from a former employer.
     
   • Withholding Tax Forms (BIR 2316/2307): Authorization letters are often needed to collect or submit official tax documents.
     
3. Medical and Compliance
   
   • Medical Certificate Collection: If your healthcare provider requires in-person claiming.
     
   • DTR (Daily Time Record) or Payroll Disputes: Allowing a trusted person to request, submit, or validate timekeeping or attendance records.
     
4. Personal Documentation
   
   • Affidavit of Loss: If you’ve lost an ID (e.g., SSS, PhilHealth), someone else can process the affidavit and replacement on your behalf.
     
   • Bank or Financial Transactions: While not always allowed, some banks accept authorization for certain transactions.

Each of these requires a different type of authorization letter. Let’s break them down with ready-to-use templates plus pro tips you won’t usually find online.

Essential Authorization Letter Templates for Remote Workers

1. Authorization Letter for NBI Clearance Renewal

(Most common for employment background checks and global onboarding)

AUTHORIZATION LETTER

Date: [MM/DD/YYYY]

To Whom It May Concern,  

I, [Your Full Name], of legal age, with valid ID [Type of ID and Number], hereby authorize [Representative’s Full Name], with valid ID [Type of ID and Number], to act on my behalf in processing and claiming my NBI Clearance at [specific NBI branch].  

This authorization includes the submission of necessary documents, payment of required fees, and claiming of the official NBI Clearance certificate.  

Attached are copies of our valid IDs for verification.  

Thank you for your kind assistance.  

Sincerely,  

[Your Full Name and Signature]  

Acknowledged by:  

[Representative’s Full Name and Signature]  

Pro Tips:

• Some NBI branches now allow online appointment + representative claiming, but both your ID and your representative’s ID copies must be presented.
  
• Always state the specific branch in your letter. Vague letters get rejected.
  
• Representatives should carry cash for payment. Digital wallets are often not accepted on-site.
  

2. Authorization Letter to Claim Certificate of Employment (COE)

(Useful for remote workers needing proof of employment for new clients/employers)

AUTHORIZATION LETTER

Date: [MM/DD/YYYY]

To [HR Department / Company Name],  

I, [Your Full Name], former employee of [Company Name] with employee ID [if applicable], hereby authorize [Representative’s Full Name], with valid ID [Type of ID and Number], to request and claim my Certificate of Employment (COE) on my behalf.  

This authorization is valid only for this transaction and includes receiving both physical and digital copies if available.  

Enclosed are copies of our valid IDs for your reference.  

Respectfully,  

[Your Full Name and Signature]  

Authorized Representative:  

[Representative’s Full Name and Signature]  

Pro Tips:

• Some HR teams will email COEs if you request, but having a rep pick it up avoids delays from “hard-copy only” policies.
  
• Mention both physical and digital copies to maximize what you get.
  
• For sensitive cases (like disputes or final pay issues), HR may require a notarized letter—prepare in advance.
  

3. Authorization Letter for Affidavit of Loss (Lost ID / ATM Card / SSS / PhilHealth)

(Critical for workers abroad or unable to queue at government offices)

AUTHORIZATION LETTER

Date: [MM/DD/YYYY]

To Whom It May Concern,  

I, [Your Full Name], holder of [Type of Lost Document, e.g., SSS ID / ATM Card], hereby authorize [Representative’s Full Name], with valid ID [Type of ID and Number], to execute and process the Affidavit of Loss and any related requirements on my behalf.  

This includes filing, notarization, and submission to the appropriate agency or institution.  

Copies of our valid IDs are attached for verification.  

Sincerely,  

[Your Full Name and Signature]  

Acknowledged by:  

[Representative’s Full Name and Signature]  

Pro Tips for Remote Workers:

• For government IDs (SSS, PhilHealth, Pag-IBIG), some branches now accept notarized affidavits submitted via courier. Ask before sending a rep.
  
• Banks are stricter. ATM card replacements often still need your personal presence. But your rep can handle the affidavit itself.
  
• Be specific. State exactly which document was lost. General “all IDs” letters are invalid.
  

4. Authorization Letter for Medical Certificate Collection

(Useful when medical documentation is required for remote sick leave compliance)

AUTHORIZATION LETTER

Date: [MM/DD/YYYY]

To [Name of Hospital/Clinic],  

I, [Your Full Name], patient of [Doctor’s Name / Clinic Name], hereby authorize [Representative’s Full Name], with valid ID [Type of ID and Number], to request and claim my medical certificate dated [MM/DD/YYYY].  

This authorization is granted for documentation purposes related to my employment.  

Copies of valid IDs of both myself and my representative are enclosed for verification.  

Thank you for your assistance.  

Respectfully,  

[Your Full Name and Signature]  

Authorized Representative:  

[Representative’s Full Name and Signature]  

Pro Tips:

• Some clinics require release forms along with your letter. Ask in advance.
  
• For telemedicine, providers often issue digital e-signed certificates. Request these first.
  
• Always note the specific consultation date to avoid disputes with HR.
  

Common Mistakes That Cause Delays or Rejections

Even seasoned employees slip up. Avoid these pitfalls:

• Writing vague purposes like “to process documents.” Be specific.
  
• Leaving out the validity date of the authorization.
  
• Forgetting to attach ID copies of both parties.
  
• Not aligning the letter’s details with what the agency actually requires.
  

These mistakes can mean weeks of lost time, stalled onboarding, or delayed payroll.

The Future of Authorization Letters in a Remote-First World

While the Philippines is still paperwork-heavy, digital change is coming:

• E-signatures tied to PhilSys IDs may replace wet signatures.
  
• Agencies like the BIR and SSS are piloting secure upload portals for authorizations.
  
• Employer-backed compliance teams, like Penbrothers, are already stepping in to handle these processes for remote staff, keeping them focused on global work.
  

Until then, mastering authorization letters keeps remote work frictionless and keeps your career moving without paperwork slowing you down.