Trademark Authorization Letter
Dear [Name of Trademark Owner],
I, [Your Name], hereby authorize [Name of Authorized Person or Company] to use my registered trademark, [Trademark Name], for the purpose of [Purpose of Use].
The authorization is granted with the understanding that [Name of Authorized Person or Company] will use the trademark only for the specified purpose and in accordance with the terms and conditions agreed upon between us. Any other use of the trademark will be considered a violation of my intellectual property rights and will be subject to legal action.
I also confirm that I am the sole owner of the trademark, and that I have not granted any other person or entity the right to use the trademark for the purpose mentioned above.
Please find attached a copy of my trademark registration certificate as proof of my ownership.
If you require any further information or documentation, please do not hesitate to contact me.
Thank you for your cooperation in this matter.
Sincerely,
[Your Name]
Formal Trademark Authorization Letter
Subject: Authorization to Use Trademark
Dear [Recipient's Name],
We, [Company/Owner Name], are the rightful owners of the registered trademark [Trademark Name/Number]. Through this letter, we hereby authorize [Authorized Party Name] to use the above-mentioned trademark strictly for [specific purpose, e.g., marketing, distribution, co-branding] in accordance with the terms agreed upon between both parties.
This authorization is valid from [start date] until [end date], unless extended or terminated in writing. The use of the trademark is limited to [geographical area/market] and must always adhere to brand guidelines provided by us.
Any misuse, modification, or unauthorized use of the trademark shall result in immediate termination of this authorization. We reserve the right to monitor and review the usage to ensure compliance.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Quick Trademark Authorization Email
Subject: Trademark Use Authorization
Dear [Recipient's Name],
This email confirms that [Authorized Party Name] has our permission to use the trademark [Trademark Name] for [specific purpose] starting [start date]. The authorization remains valid until [end date] or until revoked by us.
We ask that the trademark be used respectfully and in alignment with our brand standards. Please keep this email as official proof of authorization.
Best regards,
[Your Name]
Provisional Trademark Authorization Letter
Subject: Provisional Authorization to Use Trademark
Dear [Recipient's Name],
We acknowledge your request to use our trademark [Trademark Name]. While we are in the process of finalizing a detailed licensing agreement, we hereby grant provisional authorization to use the trademark for [specific purpose] beginning [start date].
This authorization is temporary and shall remain in effect until [end date] or until the final agreement is executed, whichever comes first. During this period, all usage must strictly follow the brand guidelines we have shared.
Any breach of these conditions will automatically nullify this authorization.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Trademark Authorization Letter for Distributor
Subject: Authorization for Trademark Use by Distributor
Dear [Recipient's Name],
We, [Company/Brand Name], hereby authorize [Distributor Name] to use our registered trademark [Trademark Name] for the purpose of distributing, marketing, and selling our products within [specified region].
This authorization is effective from [start date] until [end date], subject to renewal. The distributor is required to maintain the integrity of the trademark and refrain from any modification or unauthorized application.
We trust that this authorization will enable successful collaboration and expansion of our brand presence.
With regards,
[Your Name]
[Your Title]
Trademark Authorization Letter for Agent
Subject: Trademark Use Authorization for Representation
Dear [Recipient's Name],
We, [Company/Owner Name], authorize [Agent’s Full Name] to act as our authorized agent and use the trademark [Trademark Name] in connection with representing, promoting, and safeguarding our brand in [jurisdiction/region].
This authorization is valid from [date] and shall continue until revoked by written notice. The agent is expected to act in good faith and align with our brand standards at all times.
Please consider this letter as official confirmation of the authorization.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Trademark Authorization Letter for Co-branding
Subject: Authorization for Co-Branding with Trademark
Dear [Recipient's Name],
This letter confirms that [Company/Owner Name] authorizes [Partner Company] to use our trademark [Trademark Name] in joint marketing and promotional campaigns as part of our co-branding agreement.
The use of the trademark is limited exclusively to co-branded materials approved by both parties and shall remain valid until [end date]. Both parties agree to protect the goodwill and reputation associated with the trademark.
We look forward to a successful collaboration under this agreement.
Kind regards,
[Your Name]
[Your Title]
[Company Name]
Trademark Authorization Letter for Legal Representation
Subject: Authorization for Trademark Legal Representation
Dear [Recipient's Name],
We, [Trademark Owner/Company Name], the registered owner of trademark [Trademark Name], hereby authorize [Law Firm/Attorney’s Name] to act on our behalf in all matters relating to trademark registration, protection, litigation, and enforcement.
This authorization empowers the representative to file documents, correspond with trademark authorities, and take all necessary legal actions to safeguard our trademark rights.
Please consider this letter as official authorization for legal representation.
Sincerely,
[Authorized Signatory]
[Title]
[Company Name]
Trademark Authorization Letter for Import/Export
Subject: Authorization for Trademark Use in Import/Export Activities
Dear [Recipient's Name],
We authorize [Importer/Exporter Company Name] to use our trademark [Trademark Name] solely for the import and export of genuine products under our brand. This authorization extends to customs declarations, shipping documents, and official certifications required in international trade.
The authorization is valid from [date] until [date] and is subject to compliance with all applicable laws and regulations.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
What is a trademark authorization letter and why is it important?
A trademark authorization letter is a formal document that gives permission to another party to use a trademark under defined conditions. It is important because:
- It protects the rights of the trademark owner.
- It sets clear boundaries on how and where the trademark can be used.
- It provides legal proof of consent in case of disputes.
- It builds trust and transparency between the owner and authorized party.
Who should issue a trademark authorization letter?
- The trademark owner or the official company holding the trademark rights.
- An authorized officer of the company such as CEO, legal counsel, or brand manager.
- In some cases, a subsidiary can issue the letter if officially delegated authority is given.
To whom should a trademark authorization letter be addressed?
- Business partners such as distributors, agents, or resellers.
- Legal representatives like attorneys handling trademark matters.
- Customs authorities for import/export verification.
- Co-branding or marketing partners.
- Any third party requiring official consent to use the trademark.
When do you need to send a trademark authorization letter?
- When appointing a distributor or agent.
- Before allowing co-branding campaigns.
- When granting legal representation for trademark matters.
- For import/export activities involving trademarked products.
- When regulatory or customs authorities require proof of authorization.
- During temporary or provisional use agreements.
How to draft and send a trademark authorization letter?
- Begin with a clear subject or heading.
- Identify the trademark owner and trademark details.
- State the name of the authorized party.
- Specify the purpose, scope, and duration of authorization.
- Include restrictions, conditions, or compliance requirements.
- Close with signature, title, and company details.
- Send as a signed hard copy for legal weight, but email copies are acceptable for speed.
Requirements and prerequisites before issuing a trademark authorization letter
- Trademark must be registered or owned by the issuing party.
- Authorization should align with licensing agreements or company policies.
- Proper details about the recipient must be available.
- Legal review is recommended to avoid unintended liabilities.
- Clear brand usage guidelines should be prepared in advance.
Formatting guidelines for a trademark authorization letter
- Length: One page is usually sufficient.
- Tone: Professional and formal.
- Details: Include trademark number/registration where applicable.
- Style: Direct and precise, avoiding vague language.
- Mode of Sending: Hard copy on official letterhead, with optional email copy.
- Etiquette: Signed by an authorized signatory, preferably stamped or sealed.
Follow-up actions after sending a trademark authorization letter
- Maintain a copy in legal and business records.
- Monitor the authorized party’s usage of the trademark.
- Send reminders or renewals before expiration.
- Terminate the authorization formally if conditions are violated.
- Provide updates or amended letters if the scope of authorization changes.
Pros and cons of sending a trademark authorization letter
Pros:
- Provides legal clarity and protection.
- Strengthens partnerships with distributors, agents, or collaborators.
- Prevents misuse or disputes over trademark usage.
Cons:
- May require legal drafting to avoid loopholes.
- Overly broad authorizations can expose the brand to misuse.
- Adds administrative work for tracking validity and compliance.
Common mistakes to avoid in trademark authorization letters
- Not specifying the duration or validity of authorization.
- Failing to include trademark registration number.
- Using vague language without clear boundaries.
- Authorizing parties without proper background checks.
- Forgetting to include revocation or termination clauses.
Elements and structure of a trademark authorization letter
- Clear subject or heading.
- Trademark owner’s details.
- Trademark details (name, registration number).
- Authorized party’s details.
- Scope and purpose of authorization.
- Duration and validity.
- Restrictions and conditions.
- Closing with authorized signature and company stamp/seal.
Tricks and tips for writing effective trademark authorization letters
- Always consult legal counsel for sensitive cases.
- Keep the scope narrow to reduce risk.
- Use company letterhead for added legitimacy.
- Ensure consistency with any existing licensing agreements.
- Use digital signatures for faster processing if legally accepted.
Does a trademark authorization letter require attestation or notarization?
In most cases, a simple signed authorization on company letterhead is sufficient. However:
- For international trade, customs authorities often require notarized authorization letters.
- Legal representation documents may require attestation in certain jurisdictions.
- When working with government bodies, official notarization provides added authenticity.
