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Last updated: 2026-09-17

Authorization Letter to Collect Medical Records — Format & Template

Published: 2026-09-17 Last updated: 2026-09-17 Reviewed by Corelatin Operations Team

Quick Answer

Indian hospitals release medical records to an authorized representative carrying a signed patient authorization letter + the patient's ID copy + the collector's own ID. A simple letter naming the collector, listing the documents, and signed by the patient is sufficient for most records — no notarized Power of Attorney needed.

The Authorization Letter Format

Copy this format — it's what hospitals across Delhi NCR accept. Adjust the bracketed parts to your situation:

To,
The Medical Records Department,
[Hospital Name],
[Hospital Address]

Date: [Date]

Subject: Authorization to collect medical records

Dear Sir/Madam,

I, [Patient's Full Name], son/daughter/spouse of [Father's/Spouse's name], was a patient at your hospital from [Admission Date] to [Discharge Date], bearing UHID/Registration No. [Number].

I hereby authorize [Collector's Full Name], [relationship to patient], bearing [Collector's ID type and number — e.g., Aadhaar XXXX XXXX 1234], to collect the following documents on my behalf:

  • [Document 1 — e.g., Discharge Summary]
  • [Document 2 — e.g., Indoor Case Papers]
  • [Document 3 — e.g., Essentiality Certificate]

I have attached a copy of my government ID for verification. Kindly release the above documents to the authorized person.

Thank you,

[Patient's Signature]
[Patient's Full Name]
[Patient's Contact Number]

This is the standard format — some hospitals have their own prescribed form. If the hospital requires their own format, the collector can collect the blank form, you fill and sign it, and it goes back on the next visit.

What to Attach With the Letter

  • Patient's government ID copy — Aadhaar, passport, or voter ID — this is what the hospital verifies the signature against
  • Collector's government ID — the person collecting carries their own ID
  • UHID card or admission slip (if available) — speeds up record lookup at the MRD
  • Relation proof (for next-of-kin authorization) — marriage certificate, Aadhaar showing shared address, etc.
  • Scheme proforma (for CGHS/ECHS/state scheme certificates) — the prescribed format the hospital must fill

Authorization Letter vs Power of Attorney — Which Do You Need?

Authorization LetterPower of Attorney (POA)
When neededMost medical record requests — discharge summary, reports, bills, certificatesSensitive records (MLC, indoor files at some hospitals), or when patient can't sign
NotarizationNot required — signature + ID is enoughUsually needs notarization
Who signsPatient (or next-of-kin if patient can't)Patient — must be competent to sign
Hospital acceptanceWidely accepted for routine recordsRequired only for restricted/sensitive documents at some hospitals

For most document collection — discharge summaries, reports, claim files, certificates — a simple signed authorization letter is all the hospital asks for. Don't over-engineer it with a notarized POA unless the hospital specifically requires one.

When the Patient Can't Sign

If the patient is unconscious, post-surgery, too ill, or elderly and unable to sign, hospitals generally accept authorization from the next of kin — spouse, parent, or adult child — along with proof of relationship. Some hospitals ask for a notarized next-of-kin declaration; a few may additionally require the treating consultant's sign-off for sensitive records.

For deceased patients, the next of kin typically needs to provide the death certificate, their own ID, and relation proof — release rules vary by hospital and document type.

How Corelatin helps

If the process above feels like a lot — queues, forms, hospital permissions — a verified Corelatin companion can do the entire hospital visit on your behalf: counter queues, authorization paperwork, collection, instant WhatsApp scan, and courier dispatch.

See how our document collection service handles authorization →

Frequently Asked Questions

Do I need a Power of Attorney to collect hospital documents?
No — for medical records, a simple signed authorization letter is sufficient at most hospitals. A notarized POA is only needed for sensitive documents (MLC certificates, indoor case papers at some hospitals) or when the patient cannot sign and next-of-kin authorization is required.
What should an authorization letter to collect medical records say?
It should include: patient's full name, date of birth or UHID, the specific documents being requested, the full name of the authorized person collecting, their relationship to the patient, the patient's signature and date, and the patient's ID details. Hospitals need to verify the letter against the patient's ID.
Can I authorize someone by WhatsApp or email instead of a letter?
Hospitals require a physical signed letter — WhatsApp messages or emails are not accepted as authorization. However, you can send a photo/scan of the signed letter to the collector over WhatsApp, and they carry a printout to the hospital.
What if the patient can't sign the authorization letter?
If the patient is unconscious, post-surgery, or too ill to sign, hospitals generally accept authorization from the next of kin — spouse, parent, or adult child — along with proof of relationship (marriage certificate, Aadhaar showing same address, etc.). Some hospitals may ask for a notarized declaration.

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