A letter of proxy is the document that lets one person transact on behalf of another, or on behalf of a company, at a licensing or registering authority. It is unglamorous, it is frequently forgotten, and it is the difference between a transaction being completed and somebody being sent home from a counter they queued at for two hours.
This guide covers when a proxy is needed, what the letter should contain, what supporting documents go with it, and the situations where a simple letter is not sufficient.
Requirements differ between authorities and between transaction types, and some authorities have their own prescribed form. TrafficDepartment.co.za is an independent information resource. Confirm what your office requires before drafting anything.
When you need one
- Renewing a vehicle licence for someone else, including a family member.
- Transacting on a company vehicle, where the person is not the entity. See company vehicles.
- Registering or transferring a vehicle on someone’s behalf. See change of ownership.
- Collecting a document or disc issued to someone else.
- Acting for someone who is abroad, ill or otherwise unable to attend.
What the letter should contain
- The full name and identity number of the person granting authority.
- The full name and identity number of the person being authorised.
- The vehicle registration number and a clear description of what is being authorised.
- The date, and any period the authority is valid for.
- The signature of the person granting it.
- For a company, the entity’s details and signature by someone entitled to bind it.
Keep the scope specific. A letter authorising a named person to renew a named vehicle’s licence is far less likely to be questioned than a general statement that someone may act on your behalf.
What goes with it
The letter alone is rarely enough. Expect to need a certified copy of the identity document of the person granting authority, the original identity document of the person transacting, and the usual documents for the transaction itself. See renewal documents.
Certification requirements matter here. Ask how recent a certified copy must be, since this is a common reason otherwise correct paperwork is rejected.
When a letter is not enough
- A deceased estate, which requires estate documentation rather than a proxy. See vehicles in a deceased estate.
- Some registration transactions, where the authority requires the owner in person or has its own prescribed form.
- Financed vehicles, where the titleholder’s consent is a separate requirement.
- Where the authority prescribes a form, in which case use theirs rather than your own letter.
Before sending someone
- Confirm with the office whether a letter is accepted or a prescribed form is required.
- Ask exactly which supporting documents must accompany it.
- Ask how recent certified copies must be.
- Draft the letter with a specific scope and the correct vehicle details.
- Send the person with originals and copies of everything.
- Confirm the amount payable and the accepted payment methods.
Why proxies get rejected
Rejections are almost never about the concept and almost always about the detail. The letter is too vague about what is being authorised, the identity document copy is not certified or is too old, the vehicle is described loosely, or the person signing for a company cannot be shown to have authority to do so.
All of these are avoidable by asking the office what it expects before drafting rather than afterwards. It is a two minute phone call that regularly saves a wasted morning.
- Vague scope, such as authority to act generally on any matter.
- Certified copies older than the authority accepts.
- The vehicle identified imprecisely or incorrectly.
- Missing proof that a company signatory can bind the entity.
- A home made letter where the authority prescribes its own form.
- The authorised person arriving without their own original identity document.
Keep a copy
Whoever grants the authority should keep a copy of exactly what was signed, and the person transacting should hand over a copy rather than the original where the office allows it. If a question arises later about what was authorised, the letter is the record.
For a business, keep proxies on file with the vehicle documentation rather than loose. Reissuing one because nobody can find the last version is a small but entirely avoidable delay.
Related guides
Frequently asked questions
Does a letter of proxy need to be notarised?
Usually not for routine licensing, though certified copies of identity documents are commonly required. Requirements rise for higher value or unusual transactions, so confirm.
Is there a standard form?
Some authorities prescribe one. Where they do, use it rather than a letter of your own, since a prescribed form removes any argument about content.
How long is a proxy valid?
State a period in the letter. Open ended authority is more likely to be questioned than a letter covering a specific transaction or a defined window.
Can one letter cover several vehicles?
Often yes if each is identified. Listing the vehicles explicitly is safer than a general reference to all vehicles owned.
Can a company use a letter signed by any employee?
It should be signed by someone entitled to bind the company, and accompanied by proof of the entity. An employee signing on their own authority is a common reason paperwork is rejected.
What if the owner is out of the country?
That is a standard reason for a proxy, though certification of documents signed abroad may have additional requirements. Ask the authority before relying on it.