A brand authorization letter is an official document in which the brand owner (or trademark holder) grants permission to another party—such as a distributor, retailer, or agent—to represent, market, or sell their products or services. This type of letter plays a crucial role in today’s competitive and highly regulated business landscape, where brand protection and representation are critical for maintaining quality, trust, and legal compliance.
What Is a Brand Authorization Letter?
A brand authorization letter serves both a legal and professional function. It formally acknowledges the relationship between a brand and an authorized party, helping prevent misrepresentation, counterfeit sales, and brand abuse. These letters are essential when expanding into new markets, onboarding new retail partners, or complying with third-party platform requirements like Amazon, Alibaba, or customs authorities.
For example, if a brand wants to authorize a distributor to sell its products in another country, the letter confirms that the distributor has the right to use the brand name, logo, and marketing materials. Similarly, retailers often require this letter to prove that they are sourcing directly from a legitimate, authorized supplier.
Without a brand authorization letter, unauthorized third parties may exploit the brand, leading to legal disputes, reputational harm, or the spread of counterfeit goods.
Key Components of a Brand Authorization Letter
To ensure legal clarity, professional credibility, and enforceability, a brand authorization letter must include several essential components. Each element plays a vital role in establishing a clear understanding between the brand owner and the authorized party, helping to avoid disputes and protect brand identity. Below is a breakdown of the key components that should be included in a well-drafted brand authorization letter:
1. Names and Contact Information
Clearly identify both parties involved. This includes the full legal names of the brand owner (the authorizer) and the authorized party (such as a distributor, reseller, or agent). Include official business addresses, phone numbers, email addresses, and, where applicable, company registration numbers. Accurate and complete information strengthens the legal validity of the letter and ensures proper communication.
2. Brand and Product Description
Specify the brand name(s) being authorized along with any registered trademarks, logos, or visual elements associated with the brand. Additionally, outline the exact products or product lines covered under the authorization—this may include SKUs, categories, or models. This level of detail eliminates ambiguity and ensures that the authorized party is only promoting or selling approved items.
3. Scope of Authorization
Define the extent of the authorization granted. This may include:
- Sales Rights: Permission to sell the products online, in retail stores, or at events.
- Marketing Rights: Use of brand assets in advertising or promotional materials.
- Geographic Scope: Regions, countries, or marketplaces where the authorization is valid.
- Platform Authorization: Specific e-commerce platforms such as Amazon, Alibaba, or eBay. This section helps prevent overreach and keeps brand representation aligned with company strategy.
4. Duration of Authorization
Indicate the effective start and end dates of the authorization. If the agreement is valid for a fixed term, specify those dates clearly. Alternatively, if the authorization is open-ended or renewable, mention the terms for renewal or termination. Time-bound agreements help track performance and allow for periodic reviews.
5. Terms and Conditions
Include any specific conditions that both parties must follow. These may cover:
- Pricing policies
- Marketing or branding guidelines
- Sales targets or performance expectations
- Distribution limitations (e.g., no sub-distribution without approval) This section ensures that the authorized party operates in line with the brand’s values and commercial strategy.
6. Legal Disclaimers and Trademark Clauses
Clarify that this authorization does not constitute a transfer of brand ownership, intellectual property, or trademark rights. The brand owner retains full control of the brand. You may also include a clause stating that any misuse or breach of brand guidelines will result in revocation of the authorization. This protects the brand from reputational or legal risk.
7. Verification and Support Contact
Provide the contact information for a representative of the brand owner who can verify the authorization upon request. This is particularly helpful when the letter is used with customs officials, retail clients, or e-commerce platform administrators.
8. Signature Block and Company Seal
The letter must be signed by authorized representatives from both parties. Include their full names, titles, signature dates, and, if applicable, official company stamps or seals. This final step affirms the authenticity and enforceability of the document.
Brand Authorization Letter Templates
Below are ready-to-copy templates for different types of brand authorization letters. Choose one based on your needs!
1. General Brand Authorization Letter Template
This template is designed for companies that want to formally authorize another party to act as a distributor, reseller, or partner for their branded products. It outlines the basic terms of the authorization, including the names of both parties, the list of authorized products, applicable regions, and the validity period.
Blank format:
[Your Company Letterhead]
[Date]
To Whom It May Concern,
This letter certifies that [Authorized Company Name], located at [Authorized Company Address], is officially authorized to act on behalf of [Your Company Name] as a distributor/reseller of [Brand Name] products.
This authorization permits [Authorized Company Name] to promote, market, and sell the following products under our brand:
[List of Products]
This authorization is valid from [Start Date] to [End Date] and applies to the following region(s):
[List of countries/regions]
Please note that this authorization does not grant any rights to alter, modify, or rebrand the products in any way. [Authorized Company Name] agrees to act in accordance with our standards and branding guidelines.
Should you require further verification, please contact us at [Your Contact Email].
Sincerely,
[Your Full Name]
[Your Job Title]
[Your Company Name]
[Email Address] | [Phone Number]
[Signature]
2. E-Commerce Brand Authorization Letter (for Amazon, Alibaba, etc.)
This template is specifically tailored for authorization on e-commerce platforms like Amazon, Alibaba, eBay, or Shopee. It includes platform-specific details such as seller IDs and confirms that the authorized party can legally sell branded products online under your name.
Blank format:
[Company Letterhead]
[Date]
To Whom It May Concern,
We, [Brand Owner's Company Name], hereby authorize [Authorized Seller’s Name], with registered business address at [Address], to sell our brand’s products under the brand name "[Brand Name]" on the following e-commerce platforms:
- Amazon ([Seller ID])
- Alibaba ([Seller ID])
- [Other Platform(s)]
This authorization is valid from [Start Date] to [End Date] and applies exclusively to the sale of genuine products sourced directly from us or our approved suppliers.
This letter may be presented to any marketplace or regulatory body requiring proof of brand authorization.
Please be aware that our Company reserves the right to void this authorization anytime during the validity period with a written notice.
For questions, please contact [Brand Owner Contact Info].
Best regards,
[Authorized Signatory Name]
[Title]
[Brand Owner Company]
[Signature and Stamp]
3. Customs Clearance Authorization Letter
This version of the authorization letter is geared toward international shipments and customs verification. It confirms that a specific importer or logistics company has the legal right to import and distribute branded goods on behalf of the brand owner. It may also include product lists, invoice numbers, or Harmonized System (HS) codes for customs classification.
Blank format:
[Company Letterhead]
[Date]
To: Customs Authority / Relevant Government Body
This is to confirm that [Authorized Importer Name], located at [Importer Address], is authorized by [Brand Owner’s Name] to import and distribute our branded products under "[Brand Name]" within the territory of [Country/Region].
The goods being imported are genuine and comply with all applicable trademark and labeling laws. Please permit clearance of the following items:
[Product List / HS Codes / Invoice Numbers]
Should you need further confirmation, please do not hesitate to contact us.
Sincerely,
[Signature]
[Brand Owner Representative Name]
[Company Name]
[Email / Phone]
Real Example of a Brand Authorization Letter
Let’s say GreenLeaf Organics Ltd., a U.S.-based manufacturer of organic wellness products, wants to authorize NatureWell Distribution Co. to promote and sell their GreenLeaf™ product line across Southeast Asia. Their letter might look like this:
GreenLeaf Organics Ltd. 1234 Pine Avenue, San Diego, CA 92103
www.greenleaforganics.com
June 20, 2025
To Whom It May Concern,
This letter certifies that NatureWell Distribution Co., located at 88 Orchid Street, Kowloon, Hong Kong, is officially authorized to act on behalf of GreenLeaf Organics Ltd. as a distributor and reseller of GreenLeaf™ products.
This authorization permits NatureWell Distribution Co. to promote, market, and sell the following products under our brand:
GreenLeaf™ Organic Matcha Tea
GreenLeaf™ Plant-Based Protein Powder
GreenLeaf™ Herbal Wellness Capsules
This authorization is valid from July 1, 2025 to June 30, 2026 and applies to the following region(s):
Hong Kong
Singapore
Malaysia
Please note that this authorization does not grant any rights to alter, modify, or rebrand the products in any way. NatureWell Distribution Co. agrees to act in accordance with our standards and branding guidelines.
Should you require further verification, please contact us at partners@greenleaforganics.com.
Sincerely,
Emily Dawson
Director of International Sales GreenLeaf Organics Ltd.
emily.dawson@greenleaforganics.com | +1 (619) 555-8921
[Signature]
Tips for Writing a Professional Brand Authorization Letter
Creating an effective brand authorization letter is not just about filling in blanks—it’s about communicating trust, authority, and clarity. Follow these steps:
Step 1: Start with Official Letterhead
Use your company’s official letterhead, including the logo and contact details, to add credibility and formality.
Step 2: Clearly Identify Both Parties
Include complete legal names, addresses, and contact information for both the brand owner and the authorized party.
Step 3: Define the Scope of Authorization
Be specific. Mention product types, territories, platforms (like Amazon or Shopify), and any limitations or exclusions.
Step 4: Specify the Validity Period
Include clear start and end dates. If indefinite, mention that explicitly.
Step 5: Include Disclaimers and Legal Terms
Clarify that the authorization does not grant ownership or the right to alter the brand, and include a clause on revocation or non-compliance.
Step 6: Sign and Stamp
Have the letter signed by a legal representative or executive, and use a company stamp if applicable.
Step 7: Retain Copies and Share Securely
Keep a copy for your legal and audit records. Send the document in a secure, non-editable format like PDF.
Conclusion
A brand authorization letter is a simple yet powerful tool to formalize brand relationships, prevent disputes, and ensure smooth business operations across platforms and borders. Whether you're protecting your brand from unauthorized use or empowering trusted partners to act on your behalf, having a professional, signed agreement is key.
Use our free templates to craft a reliable brand authorization letter that meets your specific needs—and consider using PDF Agile to edit, sign, and share these documents quickly and securely. It’s a small step that offers big protection for your brand.
Free Download: Your Customizable Brand Authorization Letter
Need a quick and easy way to create a brand authorization letter? Download our free, customizable templates by clicking the Use Template button on this page. Simply add your specific information and print them out.
