Sample Authorization Letter to Duplicate Keys

In this article, I’ll share a step-by-step guide, along with a customizable template and personal insights to help you create your own authorization letter for duplicating keys.

Key Takeaways

Key PointsDetails
PurposeGranting permission to duplicate a key.
Key ElementsInclude date, recipient’s name, your contact information, and details about the key.
Legal LanguageUse clear and formal language to avoid ambiguities.
Proof of IdentityMention any required proof of identity for the person receiving authorization.
TemplateA ready-to-use template to save time.
Personal ExperienceTips and examples from my own experience to ensure the letter is effective.
Common Mistakes to AvoidEnsuring accuracy and legality to prevent future issues.

Why an Authorization Letter is Important

An authorization letter serves as a legal document granting permission to a third party to duplicate a key. This is crucial for maintaining security and ensuring that the person duplicating the key has legitimate authorization. 

Whether for residential, commercial, or personal purposes, this letter protects both the key owner and the recipient.

Steps to Write an Authorization Letter to Duplicate Keys

  1. Start with a Clear Purpose

    • Clearly state the purpose of the letter at the beginning. This sets the tone and ensures the recipient understands the context immediately.
  2. Include Essential Details

    • Date: The date when the letter is written.
    • Recipient’s Name: The name of the person who will duplicate the key.
    • Your Contact Information: Include your full name, address, and contact details.
    • Details about the Key: Specify the type of key (e.g., house, office, car) and any unique identifiers (e.g., key number).

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    Use Formal Language

    • Keep the language formal and precise. Avoid slang or overly casual language to maintain professionalism.
  4. Proof of Identity

    • If necessary, mention any proof of identity that the recipient should present when duplicating the key.
  5. Provide Explicit Permission

    • Clearly state that you are authorizing the recipient to duplicate the key. Include any conditions or limitations if applicable.
  6. Sign and Date

    • Ensure the letter is signed and dated by you to validate the authorization.

Sample Template for Authorization Letter to Duplicate Keys

Here’s a template you can use to draft your own authorization letter:

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Your Phone Number]
[Email Address]


[Recipient’s Name]
[Recipient’s Address]
[City, State, ZIP Code]

Subject: Authorization to Duplicate Keys

Dear [Recipient’s Name],

I, [Your Name], hereby authorize you to duplicate the key for [describe the property or specific key, e.g., my house located at 123 Main Street, Anytown]. This authorization is valid from [start date] to [end date, if applicable].

Please present this letter to the locksmith or key duplication service as proof of my consent. If required, you may contact me at [Your Phone Number] or [Email Address] for any verification.

Thank you for your attention to this matter.


[Your Signature]
[Your Printed Name

Tips from Personal Experience

  1. Be Specific

    • Clearly identify the key to be duplicated and any relevant details about it. This avoids any confusion and ensures the right key is duplicated.
  2. Set Time Limits

    • If the authorization is for a limited period, clearly state the start and end dates. This helps in maintaining control over the duplication process.
  3. Proof of Identity

    • In my experience, requesting the recipient to show a proof of identity can prevent unauthorized duplication. Mention this in the letter to reinforce the security measure.

Common Mistakes to Avoid

  • Lack of Details: Ensure all necessary details are included to avoid any ambiguity.
  • Vague Language: Use precise and clear language to convey your authorization effectively.
  • Forgetting to Sign: An unsigned letter may not be accepted by locksmiths or key duplication services.

Real-Life Example

I once had to write an authorization letter for my office assistant to duplicate the office keys while I was away on a business trip. Including her identification details in the letter ensured the locksmith had no doubts about her authorization. This small step saved a lot of hassle and maintained the security of our office.

Frequently Asked Questions (FAQs)

Q: Can I authorize someone to duplicate my keys without being present?

Answer: Absolutely, I was able to authorize my roommate to duplicate our apartment keys by providing a signed authorization letter to the locksmith. It was a seamless process that saved me a trip!

Q: How specific does the authorization letter need to be for key duplication?

Answer: When I wrote an authorization letter for key duplication, I learned it had to be quite detailed, specifying the key type, the number of copies, and the authorized person’s ID details. This precision ensured the locksmith had no doubts about the legitimacy of the request.

Q: Is it necessary to include a copy of my ID in the authorization letter for duplicating keys?

Answer: Yes, when I sent my brother to get my car keys duplicated, I included a copy of my ID in the authorization letter. The locksmith said it was crucial for verifying my identity and authorizing the duplication.

Q: Will locksmiths always accept an authorization letter to duplicate keys?

Answer: In my experience, while many locksmiths accepted my authorization letter, some did ask for additional verification, like a phone call to me, to ensure the request was legitimate.

Q: Can I use an authorization letter to duplicate a key that says “Do Not Duplicate” on it?

Answer: When I tried using an authorization letter to duplicate a “Do Not Duplicate” key, I learned that most locksmiths won’t copy it due to legal and ethical concerns, even with my letter.

Q: What happens if the locksmith doubts the authenticity of my authorization letter? 

Answer: I once had a situation where a locksmith questioned my authorization letter’s authenticity. He requested to contact me directly for verbal confirmation, which I appreciated for the added security.

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