The Authorization Letter For TOR is a crucial document in the Philippine educational system, required when a student or alumnus cannot personally retrieve their academic records. This document becomes necessary in various situations, such as overseas employment applications, further education abroad, or when physical presence at the institution is impossible. The letter must comply with Philippine educational institutions' policies and the Data Privacy Act of 2012, typically requiring notarization for authenticity. It serves as a legal instrument that protects both the educational institution and the student's interests by ensuring proper authorization for the release of confidential academic records. The document specifies the authorized representative's details, the scope of authority granted, and often includes supporting identification documents as attachments.
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1. Date and Location: Current date and place where the letter is executed
2. Recipient Details: Name and address of the educational institution or specific office to whom the letter is addressed
3. Subject Line: Clear indication that this is an Authorization Letter for Release of Transcript of Records
4. Student Information: Complete details of the student including full name, student ID number, course/program, and years attended
5. Authorized Person Details: Complete information of the person being authorized including full name, relationship to the student, and valid government ID details
6. Scope of Authorization: Specific powers being granted and purpose of requesting the TOR
7. Declaration of Authenticity: Statement declaring the legitimacy of the authorization
8. Signature Block: Space for signatures of the principal (student), authorized person, and notary public
1. Contact Information: Additional contact details of the principal/student for verification purposes - used when the institution requires multiple ways to verify the authorization
2. Validity Period: Specific timeframe for which the authorization is valid - included when the authorization needs to be time-bound
3. Special Instructions: Any specific requirements or instructions for processing the TOR - used when there are particular requirements for document processing or delivery
4. Witness Section: Space for witness signatures - included when additional verification is required beyond notarization
1. Copy of Student ID: Photocopy of the student's school ID or valid government ID
2. Copy of Authorized Person's ID: Photocopy of the authorized person's valid government ID
3. Proof of Relationship: Supporting documents proving the relationship between the student and authorized person (if relevant)
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