Letter of Authorization (Malaysia)
LETTER OF AUTHORIZATION
Date: [Authorization Date]
TO WHOM IT MAY CONCERN
[Relevant Agency]
I, [Principal Name] (NRIC / SSM No.: [Principal NRIC/SSM]), of [Principal Address], hereby authorise the following person to act on my behalf:
AUTHORISED REPRESENTATIVE:
Name: [Representative Name]
NRIC / Passport No.: [Representative NRIC]
Relationship to Principal: [Representative Relationship]
SCOPE OF AUTHORIZATION:
[Representative Name] is hereby authorised to perform the following specific act on my behalf:
[Authorized Task]
Validity: [Validity Period]
Additional instructions: [Additional Instructions]
The authority granted in this letter is limited strictly to the specific act described above and does not extend to any other act or transaction. This authorization may be revoked by me at any time by written notice in accordance with Section 178 of the Contracts Act 1950.
Please extend your fullest cooperation to [Representative Name] in the performance of the above task. For verification, please contact me at the details below.
Principal
________________
Signature
What Is a Letter of Authorization (Malaysia)?
A Letter of Authorization in Malaysia sets out the writer's position and the response or action requested from the recipient.
A Letter of Authorization in Malaysia operates as express actual authority — the most formal category of agency authority under Malaysian law, where the principal explicitly and in writing grants a specific agent the power to act. Express authority may be granted by deed, in writing, or orally under Section 138 of the Contracts Act 1950, though writing is essential where the act to be performed requires writing, and is strongly advisable for dealings with government agencies, banks, and third parties who require documentary evidence of authority.
A Letter of Authorization should be distinguished from a Power of Attorney (POA), which is a more formal and thorough legal instrument executed as a deed before a Commissioner for Oaths or solicitor under the Powers of Attorney Act 1949 (Act 424). A POA grants broader and more durable authority — for example, to manage property, execute contracts, or conduct litigation — while a Letter of Authorization is typically used for single, limited, or administrative tasks such as collecting a document, conducting a specific bank transaction, or attending a government appointment on the principal's behalf.
Government agencies in Malaysia — including the National Registration Department (Jabatan Pendaftaran Negara, JPN), the Road Transport Department (Jabatan Pengangkutan Jalan, JPJ), the Employees Provident Fund (Kwasa Saraan Malaysia, KWSP), and Pos Malaysia — routinely accept Letters of Authorization for specific tasks where the principal cannot attend in person. Each agency may have its own format requirements or additional supporting documents.
Bank Negara Malaysia and Malaysian banks regulate the use of authorisation for banking transactions. Financial institutions such as Maybank, CIMB, Public Bank, and Hong Leong Bank have their own authorization forms for account transactions by representatives, and a Letter of Authorization may supplement or substitute the bank's own form depending on the bank's internal policies and the transaction type.
The legal framework governing the Letter of Authorization (Malaysia) in Malaysia draws on several key statutes and regulatory bodies. Under Malaysian law, the Contracts Act 1950 (Act 136) governs contractual obligations. The Companies Act 2016 (Act 777) regulates corporate entities through the Companies Commission of Malaysia (SSM). The Employment Act 1955 (Act 265) and the Department of Labour govern employment matters. The Personal Data Protection Act 2010 (Act 709) and the Personal Data Protection Department protect personal data. The Inland Revenue Board of Malaysia (LHDN) administers tax obligations. The Industrial Court adjudicates employment disputes under the Industrial Relations Act 1967 (Act 177). Parties executing a Letter of Authorization (Malaysia) in Malaysia should confirm the document reflects current law, including any amendments enacted since the original drafting date. The Contracts Act 1950 (Act 136) sets the foundational requirements.
When Do You Need a Letter of Authorization (Malaysia)?
A Letter of Authorization in Malaysia is needed whenever a principal cannot personally attend to a task and wishes to authorise a trusted representative to act on their behalf for a specified purpose.
A Letter of Authorization is required when a person cannot collect their NRIC (MyKad), passport, birth certificate, or other official document from the National Registration Department (JPN), and wishes to authorise a family member or friend to collect the document on their behalf. JPN requires the representative to produce the original Letter of Authorization and their own NRIC.
A Letter of Authorization is needed when a vehicle owner cannot personally collect a newly registered vehicle or motor vehicle number plates from the Road Transport Department (JPJ) and authorises a representative. JPJ requires a Letter of Authorization from the vehicle owner together with copies of both parties' NRICs.
A Letter of Authorization is required when a bank account holder cannot personally visit a Maybank, CIMB, or Public Bank branch to conduct a specific transaction — such as withdrawing cash above the ATM limit, updating account particulars, or collecting a bank card — and wishes to authorise a named representative. Banks typically require both the Letter of Authorization and the representative's NRIC.
A Letter of Authorization is needed when an employee authorises their spouse, parent, or sibling to collect their salary advance, provident fund (EPF/KWSP) statement, or employment letter from their employer's human resources department.
A Letter of Authorization is required when a property owner authorises a real estate agent or property manager to collect keys, maintenance documents, or strata title documents from a developer or housing authority such as the Housing Development Corporation (HDC) on the Sabah or Sarawak state governments' platforms.
A Letter of Authorization is needed when a company director authorises an employee to represent the company at a government agency appointment, tender briefing, or regulatory inspection — in conjunction with or instead of a Board Resolution — for administrative tasks that do not require the formality of a corporate seal or company resolution.
What to Include in Your Letter of Authorization (Malaysia)
A valid Letter of Authorization in Malaysia that satisfies the Contracts Act 1950 agency requirements and is accepted by government agencies and third parties must contain the following elements.
Identification of Principal: The principal's full legal name as per NRIC (for Malaysian citizens) or passport (for non-citizens), NRIC or passport number, and address. For corporate principals, the company's registered name, Companies Act 2016 registration number with SSM, and the signatory's name and designation (e.g. Managing Director, Company Secretary) must be stated.
Identification of Authorised Representative: The authorised representative's full legal name as per NRIC or passport, NRIC or passport number, and relationship to the principal (e.g. spouse, child, colleague). JPN, JPJ, KWSP, and most government agencies require both the original Letter of Authorization and the representative's original NRIC at the point of service.
Scope of Authorization: The letter must precisely describe the specific act or transaction the representative is authorised to perform — the more specific, the better. Overly broad authorizations may be rejected by government agencies or challenged under Section 140 of the Contracts Act 1950, which limits the scope of agency to the authority actually conferred.
Purpose and Context: State the specific document, item, transaction, or agency involved — for example, "to collect the following specific documents: MyKad bearing NRIC No. [xxx] from the Kuala Lumpur JPN office" or "to conduct one specific transaction: cash withdrawal of RM 5,000 from Account No. [xxx] at Maybank KLCC branch".
Validity Period: The letter should state the date of issue and either a specific expiry date or a statement that the authorization is valid for a single use only. A Letter of Authorization with no stated expiry may be accepted as valid until revoked, but limiting its validity reduces the risk of misuse.
Revocation Clause: Include a statement that the principal may revoke the authorization at any time by written notice to the representative and to the third party, in line with Section 178 of the Contracts Act 1950.
Signature and Witness: Signed by the principal with the date. While a witness is not legally required for a simple Letter of Authorization under the Contracts Act 1950, some agencies require a witness signature. For high-value or sensitive transactions, the letter may be commissioned before a Commissioner for Oaths for added authenticity.
Additional compliance elements for a Letter of Authorization (Malaysia) used in Malaysia include: Under Malaysian law, the Contracts Act 1950 (Act 136) governs contractual obligations. The Companies Act 2016 (Act 777) regulates corporate entities through the Companies Commission of Malaysia (SSM). The Employment Act 1955 (Act 265) and the Department of Labour govern employment matters. The Personal Data Protection Act 2010 (Act 709) and the Personal Data Protection Department protect personal data. The Inland Revenue Board of Malaysia (LHDN) administers tax obligations. The Industrial Court adjudicates employment disputes under the Industrial Relations Act 1967 (Act 177). Forms-legal.com provides this template as a starting point for Malaysia-compliant documentation.
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Forms Legal. (2026). Letter of Authorization (Malaysia) (Malaysia) [Legal document template]. Forms Legal. https://forms-legal.com/malaysia/personal/letters/letter-of-authorization-malaysia
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author = {{Forms Legal}},
title = {Letter of Authorization (Malaysia) (Malaysia)},
year = {2026},
howpublished = {\url{https://forms-legal.com/malaysia/personal/letters/letter-of-authorization-malaysia}},
note = {Free legal document template. Based on Contracts Act 1950 (Act 136)}
}Also available for these jurisdictions:
Frequently Asked Questions
A Letter of Authorization and a Power of Attorney (POA) both authorise an agent to act on a principal's behalf in Malaysia, but they differ significantly in formality, scope, and legal effect. A Letter of Authorization is an informal, relatively simple document used for specific, limited, or one-time tasks — such as collecting a document from JPN or conducting a single bank transaction — and does not require any formal witnessing, registration, or execution as a deed. A Power of Attorney is a formal legal instrument executed under the Powers of Attorney Act 1949 (Act 424) as a deed before a Commissioner for Oaths, Notary Public, or solicitor, and is required for broader, ongoing, or high-value authority — including managing real property (registered at the Land Registry), conducting litigation, making investments, or acting for an extended period. A POA may be registered at the High Court of Malaya for greater protection and notice to third parties. For simple administrative errands with government agencies, a Letter of Authorization is sufficient and more practical.
A Letter of Authorization in Malaysia does not legally require witnessing or notarisation to be valid under the Contracts Act 1950 for most purposes. However, individual government agencies — including JPN, JPJ, KWSP, LHDN (Inland Revenue Board), and Pos Malaysia — may have their own administrative requirements and may request that the Letter of Authorization be witnessed, certified, or commissioned before a Commissioner for Oaths. Banking institutions regulated by Bank Negara Malaysia under the Financial Services Act 2013 may require the letter to be signed in the presence of a bank officer or witnessed by a third party for transactions above certain threshold amounts. For cross-border or international use — for example, authorising a representative to deal with a foreign government agency or international bank — the letter may need to be notarised by a Notary Public in Malaysia and apostilled (Malaysia is not a signatory to the Hague Convention but legalisation may be required for certain jurisdictions).
The Employees Provident Fund (KWSP) in Malaysia has specific requirements for authorising a representative to transact on a member's behalf. For most in-person EPF transactions — including collecting statements, updating particulars, and certain withdrawal applications — the EPF typically requires the member to attend in person or to complete EPF's own authorisation form. A general Letter of Authorization alone may not be accepted for EPF withdrawals under the Employees Provident Fund Act 1991 (Act 452), as EPF has strict identity verification requirements to prevent fraud. For members who are physically incapacitated or hospitalised, the EPF has a specific procedure involving medical certification. KWSP members should check with their nearest EPF branch (there are over 60 branches nationwide) for the current requirements before relying on a general Letter of Authorization, as EPF internal policies and digital transaction systems are subject to change.
A Letter of Authorization is accepted by the Immigration Department of Malaysia (Jabatan Imigresen Malaysia) for collecting a renewed passport on behalf of another person in limited circumstances. The Immigration Department generally requires the passport applicant to collect in person; however, certain circumstances — illness, physical disability, being abroad — may allow collection by a representative. The representative must bring the original Letter of Authorization signed by the passport holder, the representative's original NRIC, a copy of the passport holder's NRIC, and supporting documentation (such as a medical letter for illness). For MyKad collection at JPN, a Letter of Authorization is generally accepted for the collection of cards on behalf of other adults, subject to JPN's current service procedures. The representative should confirm the specific document requirements with the relevant agency before attending, as requirements may differ between states and between JPN branches.
A company registered under the Companies Act 2016 (Malaysia) may use a Letter of Authorization on company letterhead for minor administrative tasks — such as authorising an employee to collect documents, attend non-binding meetings, or submit standard forms to government agencies. For significant corporate acts — including executing contracts, opening or operating bank accounts, applying for licences, or binding the company in legal proceedings — a Board Resolution passed under Section 208 of the Companies Act 2016 is required, together with the common seal (if applicable) and execution under Section 66 of the Act. Some regulatory bodies, including Bank Negara Malaysia, SSM, and Bursa Malaysia, have specific requirements for corporate authority documentation and may reject a simple Letter of Authorization for regulated transactions. A Letter of Authorization on company letterhead, signed by an authorised director or officer, is sufficient for everyday administrative tasks that do not bind the company contractually.
This template is provided for informational purposes only and does not constitute legal advice. Laws vary by jurisdiction and change over time. Consult a qualified attorney for advice specific to your situation.Full disclaimer
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