The Authorization Letter For Claiming Birth Certificate is a critical document used in Hong Kong when an individual cannot personally collect their birth certificate from the Birth Registry and needs to delegate this authority to another person. This document is particularly relevant in situations involving overseas individuals, those with mobility issues, or when time constraints necessitate delegation. The letter must comply with Hong Kong's legal framework, particularly the Births and Deaths Registration Ordinance (Cap. 174) and the Personal Data (Privacy) Ordinance (Cap. 486). It includes essential details such as the identities of both parties, specific authorization language, and may require supporting documentation such as identity proofs. The document is widely used across various sectors and is accepted by Hong Kong government authorities as a formal delegation of authority for birth certificate collection.
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1. Date and Place: Current date and place where the letter is being written
2. Addressee Details: Full name and address of the Birth Registry office or relevant authority
3. Subject Line: Clear indication that this is an authorization letter for collecting a birth certificate
4. Authorizer Information: Full name, ID number, and contact details of the person giving authorization
5. Authorized Person Information: Full name, ID number, and contact details of the person being authorized to collect the certificate
6. Birth Certificate Details: Details of whose birth certificate is to be collected, including full name and date of birth
7. Authorization Statement: Clear statement of authorization and the specific powers being granted
8. Declaration of Authority: Statement confirming the authorizer's right to make this authorization (e.g., being the person named on the certificate or parent of minor)
9. Signature Block: Space for authorizer's signature, name, and date
1. Validity Period: Specific timeframe for which the authorization is valid, used when the authorization needs to be time-limited
2. Special Instructions: Any specific instructions or limitations regarding the collection process, included when there are particular requirements or restrictions
3. Witness Details: Information and signature of a witness, included when required by local regulations or for additional verification
4. Purpose Statement: Explanation of why the birth certificate is needed, included when required by authorities or for clarity
5. Emergency Contact: Alternative contact information in case of issues, included when the authorizer might be unavailable
1. Schedule A - Identity Documents: Copies of identity documents of both the authorizer and authorized person
2. Schedule B - Proof of Relationship: Documents proving relationship to the person named on the birth certificate (if authorizer is different from the certificate holder)
3. Schedule C - Application Form: Completed birth certificate application form (if required by registry)
4. Schedule D - Payment Receipt: Copy of payment receipt for birth certificate fees (if applicable)
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