The Authorization Letter For Release Of Documents is a critical legal instrument used across various sectors in Canada when one party needs to authorize the release of documents or records to another party. This document type is particularly important given Canada's strict privacy laws and information protection regulations, including PIPEDA at the federal level and various provincial privacy acts. It's commonly used in situations involving medical records, financial documents, educational transcripts, or government-held information. The letter must clearly establish the identity of all parties, specify exactly which documents are to be released, state the purpose of the release, and include any temporal limitations. The format and requirements may vary depending on the province and the nature of the documents being released, with some situations requiring notarization or witnesses.
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1. Date and Location: Current date and place where the letter is being written
2. Recipient Information: Full name and address of the organization/person holding the documents
3. Authorizer Information: Full name, address, and any relevant identification numbers of the person giving authorization
4. Authorization Statement: Clear statement of authorization, including the full name of the person/organization being authorized to receive the documents
5. Document Description: Specific description of the documents being authorized for release
6. Purpose of Release: Statement explaining why the documents are being released
7. Duration of Authorization: Time period for which the authorization is valid
8. Signature Block: Space for authorizer's signature, date, and any witness requirements
1. Special Handling Instructions: Used when documents require specific handling or delivery methods
2. Confidentiality Statement: Include when released documents contain sensitive information
3. Third Party Authorization: When allowing a third party to collect documents on behalf of the authorized recipient
4. Revocation Clause: Statement about the right to revoke authorization and process for doing so
5. Legal Capacity Statement: Required when authorizer is acting in a specific legal capacity (e.g., power of attorney, executor)
6. Authentication Requirements: When specific forms of identification or verification are required for document release
1. Document List: Detailed inventory of specific documents being authorized for release
2. Authorized Recipients: List of all individuals or organizations authorized to receive the documents
3. Identification Documents: Copies of relevant identification documents or credentials
4. Special Instructions: Detailed handling or delivery instructions if too lengthy for main letter
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Information Security
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Relevant Roles
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Compliance Manager
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Records Manager
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Administrative Coordinator
Document Control Specialist
Information Security Officer
Risk Manager
Operations Manager
Corporate Secretary
Medical Records Administrator
Executive Assistant
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