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An Authorization Letter For Claiming Transcript of Records is a crucial document in the Philippine educational system that facilitates the collection of academic records when students cannot personally retrieve them. This document type is commonly used when students are overseas, in remote locations, or otherwise unable to personally visit their educational institution. The letter must conform to Philippine legal requirements, particularly the Civil Code's provisions on agency and the Data Privacy Act of 2012. It typically requires the student's complete information, representative's details, specific authorization scope, and validity period. Some institutions may require notarization to verify authenticity. The document is particularly important for employment applications, further education, or immigration purposes, where official academic records are required but the student cannot personally collect them.

1. Date and Place of Execution: Current date and location where the authorization letter is being executed

2. Addressee Details: Complete name and address of the educational institution and specific office/department

3. Subject Line: Clear indication that this is an authorization letter for claiming transcript of records

4. Principal's Information: Complete details of the student granting authorization, including full name, student number, course, and years attended

5. Representative's Information: Complete details of the authorized representative, including full name, relationship to the principal, and valid ID information

6. Scope of Authorization: Specific powers granted to the representative regarding the collection of transcript of records

7. Validity Period: Clear statement of how long the authorization is valid for

8. Declaration of Authenticity: Statement affirming the truthfulness of the information provided

9. Principal's Signature Block: Space for the student's signature, printed name, and contact information