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How to give a family member permission to speak for you
The organisation needs an acceptable basis to discuss the person’s information with someone else. Its consent process and checks vary. A family member can help find that process, but a letter by itself does not guarantee access.
In this guide: identify the task, check consent, choose a London transport route, understand what a limited letter can cover, and find other official routes.
Start with the task
Helping someone complete a form, speaking about an existing enquiry, accessing information, and signing or deciding for another person are different tasks. Permission for one does not necessarily permit the others.
Being a relative does not itself establish authority. Describe the exact task to the organisation first.
Check the organisation’s process
Find the exact service and use its official contact route. Ask how it records the person’s permission, which details it needs, and who must sign. The service may offer its own form or another consent route.
Do not share passwords or send identity documents to Letter of Authority. Give information directly to the organisation through its official process.
London transport: choose the correct service
Freedom Pass is managed by London Councils; disabled-pass applications follow borough routes. 60+ London Oyster and Dial-a-Ride are separate TfL services. A generic letter does not replace a service’s own process.
Freedom Pass
Check Freedom Pass for the current route. Disabled-pass applicants should follow the current borough application process. For practical next steps, see helping a parent with a Freedom Pass or renewal and account troubleshooting.
60+ London Oyster
This is a separate TfL photocard with its own account and address-check process. Follow TfL’s 60+ Oyster guidance. Our 60+ Oyster family-help guide includes an annual-check checklist and a printable enquiry planner.
TfL Dial-a-Ride
TfL says it needs the member’s permission before discussing their application or use with a third party, including family. Ask how it records consent: Dial-a-Ride privacy information.
A red-route PCN is a separate process. TfL gives a specific written-authorisation route for a representative of the registered keeper: make a red-route PCN representation.
If the service asks for a letter
Ask the organisation what format and details it needs, then follow its signing instructions.
Person giving permission: Alex Example. Representative: Sam Example. Named service: Northside Service. Permission: discuss one existing enquiry about an appointment time. Excluded: signing declarations, making payments or decisions. Dates and signature: follow the recipient’s instructions.
Keep the permission to one organisation and task unless the recipient advises otherwise. Discussion permission does not automatically authorise transactions, declarations or health decisions. Use the free enquiry-letter template and worked example when the recipient accepts a letter.
Other organisations
HMRC: use its tax-intermediary authorisation process and check current requirements. This does not provide online tax-account access.
Banks: a third-party mandate follows that bank’s registration and checks. NatWest’s guide is one bank’s example.
GP practice and NHS App: ask the practice about proxy access and follow its checks. See NHS App family and carer access.
When a consent letter may not be the right route
Capacity is specific to a decision and time; age or diagnosis alone does not determine it. Difficulty physically signing is a different issue. If the person cannot give the consent needed for the task, ask the relevant official service about the appropriate route.
The Mental Capacity Act guidance on GOV.UK describes the law for England and Wales. Power of attorney routes differ: England and Wales, Scotland, and Northern Ireland.
Authority after death follows a separate estate process. GOV.UK’s probate guidance links to the different rules for Scotland and Northern Ireland.
Practical questions
Can I help fill in an application?
You can help with the form, but that does not automatically let you sign for someone or discuss the case. Check the service’s requirements.
Does a letter let me make payments or decisions?
Not automatically. Permission to discuss a specific matter does not by itself authorise transactions, signing declarations or making health decisions. Check what authority the organisation requires.
Should the letter have an expiry date or witness?
Follow the recipient’s instructions about signing, witnessing and dates.
Will a letter be accepted everywhere?
No. The organisation decides its process, format and checks.
Need a prepared letter?
We prepare a personalised PDF and editable Word document for your named organisation and task, then email both to you. £14.99. Check the service’s free or official process first.
Get my letter · £14.99 About letters of authorityIndependent guidance. Not affiliated with TfL, London Councils or a government body.