When you undergo laboratory testing, the next important step is claiming your results. However, there are many situations where you may not be able to pick up your lab results personally maybe you’re sick, traveling, busy at work, or simply unavailable on the scheduled release date. In these cases, an authorization letter allows someone else to legally and properly claim your lab results on your behalf.
This guide explains everything you need to know about writing an authorization letter to claim laboratory results its purpose, required details, tips, and a ready-to-use example you can copy.
What Is an Authorization Letter to Claim Laboratory Results?
An authorization letter to claim laboratory results is a written consent document that allows another person to collect your lab test results on your behalf. Hospitals, clinics, and diagnostic centers treat medical information as strictly confidential, so they cannot release your results to anyone else unless you provide permission in writing. Because laboratory data is considered private and sensitive, most medical institutions will not release it without your written approval. An authorization letter serves as your formal consent under data privacy rules.
Why Do You Need an Authorization Letter?
You need this letter when you cannot personally visit the laboratory to collect your test results. Here are the most common reasons:
You are sick or confined and unable to travel.
Your work schedule is full, making personal collection difficult.
You are out of town or abroad during the release period.
Personal emergencies prevent you from going to the clinic.
The result requires urgent submission (school, immigration, pre-employment, insurance).
You want to delegate the task for convenience.
Whatever the reason, the authorization letter ensures your representative can collect the documents without delay or questions.
Is an Authorization Letter Really Required?
Yes, in most hospitals and diagnostic centers, it is required. Laboratory results are protected under medical privacy laws, and clinics need proof that you allowed the release to a third party.
The staff will usually ask for:
The authorization letter
Your valid ID (photocopy)
Your representative’s valid ID
Without these, the lab has the right to refuse the release of your results.
What to Include in the Authorization Letter
Your letter doesn’t need to be long, but it must contain clear and complete information. The essential components include:
Write the date when the letter is created.
The name of the hospital, clinic, or laboratory (if known). If not, simply write “To whom it may concern.”
Include your complete name, address, and any relevant information such as:
Date of birth
Contact number
Type of laboratory test taken
Date of the test
This ensures accurate identification.
State the full name of the person who will claim the results on your behalf. Also include their ID details.
A clear sentence stating that you give permission for them to collect your lab results.
Optional but helpful, especially if required by the lab.
Sign the letter using the same signature as the one on your ID.
Mention that you’ve included photocopies of IDs for verification.
Tips for Writing an Effective Authorization Letter
To make your authorization letter clear and acceptable to any medical facility, follow these tips:
✔ Use a formal tone
Even if you are writing for a simple purpose, keep your letter professional.
✔ Be specific
Mention exactly what documents you’re authorizing the representative to claim (e.g., CBC test result, X-ray result, prenatal laboratory results, etc.).
✔ Include identification details
The more precise the information, the easier it is for the staff to verify.
✔ Keep it short and direct
A long explanation is unnecessary. Focus on clear instructions.
✔ Provide correct contact information
The laboratory may call you to confirm authorization.
✔ Prepare valid IDs
Most labs require both your ID and your representative’s ID for security.
Sample Authorization Letter to Claim Laboratory Result
You can copy, edit, and use this template:
[Your Full Name] [Your Complete Address] [Your Contact Number] [Email Address – optional]
[Date]
To: [Laboratory / Hospital Name] [Address – optional]
Subject: Authorization to Claim Laboratory Result
Dear Sir/Madam,
I, [Your Full Name], hereby authorize [Name of Authorized Person], whose details are listed below, to claim my laboratory test results on my behalf.
Test/s Taken: [e.g., CBC, Urinalysis, X-Ray, Blood Chemistry]
Date of Test: [Date]
Patient Birthdate: [Your Birthdate]
Authorized Representative: Name: [Representative’s Name] Relationship: [e.g., spouse, sibling, friend] ID Type & Number: [e.g., Driver’s License – 123456]
I am unable to personally collect my lab results due to [short reason – optional]. Attached are photocopies of my valid ID and the ID of my authorized representative for verification.
I fully understand and acknowledge that the release of my laboratory results to the authorized person is my voluntary decision.
Thank you for your assistance.
Sincerely, [Your Signature] [Your Printed Name]
When Your Representative Claims the Results
Your representative must bring the following:
Printed authorization letter
Photocopy of your valid ID
Their own original and photocopy of valid ID
Laboratory receipt (if you gave it to them)
Some facilities may require them to sign a release logbook.