Authorization letter: to claim documents, PSA, SSS, PhilHealth
An authorization letter is a short signed letter in which you let another person do one errand for you, such as claiming a PSA copy or submitting a form. This page is for the person writing the letter and the person carrying it. At the end you will know what to put in it, what to attach, and which agencies ask for something stronger.
PhilForms has a letter generator for this. It is a drafting aid, not legal advice, and PhilForms is not affiliated with PSA, SSS, PhilHealth, BIR or Pag-IBIG. An agency decides what it accepts at its counter, so ask the office when the errand is important.
Letter, or SPA?
A letter is signed by you and names one errand. A Special Power of Attorney (SPA) is a separate, formal document that gives a person power to act for you on specific matters. The SPA template on this site comes with a notary block; ask a lawyer whether your errand needs one. Some offices name one and not the other:
- BIR names the SPA. For a representative filing for an individual, BIR Form 1905 lists a Special Power of Attorney executed by the taxpayer naming the specific transaction, plus a government ID of the taxpayer and of the representative, each with a specimen signature (BIR Form 1905). - SSS says a letter of authority (LOA) or an SPA is required for transactions filed by a representative on behalf of an individual or employer. It is valid for six months if issued in the Philippines, or one year if issued abroad, from the date signed, unless it states its own validity or is revoked (SSS: Become an SSS member).
For a person abroad, see SPA from abroad.
What each agency says it wants
Agency · Representative brings · Source; PSA (civil registry documents) · If the requester is a duly authorized representative, the authorization letter or SPA and the IDs are presented before the document is released. PSA's circular says the full name and signature in the letter must be identical to the valid ID of the document owner, with limited exceptions · PSA MC 2024-11; PSA Serbilis FAQ; PhilHealth (membership updates) · The original authorization letter issued by the member, and a photocopy of at least one valid photo-bearing ID of the representative (original shown), plus the member's ID for some services · PhilHealth Member Management handbook; Pag-IBIG (provident benefit claims) · Authorization letter (original) and a photocopy of a valid ID of both parties, with the claim application · Pag-IBIG checklist HQP-PFF-377 (a hosted copy of Pag-IBIG's checklist); SSS · A letter of authority or SPA, with valid IDs. SSS's own sample letter for an OFW's calamity loan shows both signatures and asks for scanned or original IDs of both persons · SSS sample authorization letter; BIR · An SPA, not a letter, for registration updates (above) · BIR Form 1905
I could not open the PSA circular itself in a script; the lines in the table come from its published text as excerpted by search and from PSA Serbilis, PSA's official online service. Read the circular if your request is unusual.
What to put in the letter
1. Date, and the office or agency it is addressed to. 2. Your full name exactly as on your ID, address and, where relevant, your SSS, PhilHealth or TIN number. 3. The representative's full name and, if you like, relationship. 4. The one errand, written narrowly: "to claim my PSA birth certificate, 1 copy, reference no. ...". PSA's citizen's charter says the letter, signed by the document owner, indicates the type of document and the number of copies (PSA citizen's charter). 5. Your signature over your printed name, the same as on your ID. 6. The representative's signature, if the office's sample has a line for it (SSS's does).
What to attach
- A photocopy of your valid ID with signature. - A photocopy of the representative's valid ID, and bring the originals. - For a claim, the usual claim papers. The letter does not replace them.
Mistakes that get a letter refused
- A signature that does not match the ID. - A letter that says "any transaction" when the office wants one errand named. - An expired authorization (SSS's six-month rule). - Bringing a letter where the office names an SPA (BIR). - A photocopied signature when the office asks for the original letter.
Questions
Does an authorization letter need to be notarized?
None of the agency pages above ask for the letter to be notarized; they ask for the letter and IDs. An SPA is a different document, and the SPA template here has a notary block. For anything involving property, money or a court, ask a lawyer.
Can anyone claim my PSA certificate with a letter?
PSA lists the authorization letter or SPA and the IDs as the documents a duly authorized representative presents. Whether your request qualifies is PSA's call.
Is a letter enough for BIR?
For a representative filing Form 1905 on your behalf, BIR lists an SPA and IDs, not a letter.
Does PhilForms send the letter or notarize it?
No. PhilForms helps you write it; you sign it and bring it.
Last checked 2026-10-16. Not affiliated with BIR, SSS, PhilHealth, Pag-IBIG or any government agency.