The Authorization Letter For Claiming Transcript Of Records is a critical document used in Hong Kong's educational system when a student needs to authorize another person to collect their academic transcripts. This document becomes necessary when students are unable to personally collect their transcripts due to various circumstances such as being overseas, work commitments, or other obligations. It must comply with Hong Kong's Personal Data (Privacy) Ordinance and educational institutions' specific requirements for handling sensitive academic records. The letter serves as a legal authorization instrument, protecting both the student's privacy rights and the institution's obligation to maintain data security. Educational institutions in Hong Kong typically require this formal authorization to ensure proper authentication and maintain a clear chain of custody for academic documents.
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1. Date and Place: Current date and location where the letter is executed
2. Recipient Details: Name and address of the educational institution
3. Student Information: Full name, student ID, program/course details, and years of study
4. Authorized Person Details: Full name and ID details of the person authorized to collect the transcript
5. Authorization Statement: Clear statement of authorization specifying what the authorized person can collect/do
6. Validity Period: Specific timeframe during which the authorization is valid
7. Contact Information: Contact details of both the student and authorized person
8. Signature Block: Space for student's signature, name, and date
1. Purpose Statement: Statement explaining why the transcript is being collected (needed when institution requires purpose declaration)
2. Relationship Declaration: Declaration of relationship between student and authorized person (required by some institutions)
3. Authentication: Notarization or witness section (needed for international use or specific institutional requirements)
4. Special Instructions: Any specific requirements or instructions for collecting the transcript
5. Previous Correspondence Reference: Reference to any previous communication with the institution regarding the transcript request
1. Copy of Student ID: Photocopy of student's identification document
2. Copy of Authorized Person's ID: Photocopy of authorized person's identification document
3. Institution-Specific Form: Any specific forms required by the educational institution for transcript collection
4. Proof of Payment: Receipt of transcript fee payment if applicable
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