How to Write a Proxy Letter
- 1). Define the purpose of your proxy letter in the beginning by stating, "I am writing this letter in reference to my proceedings for..." and then complete the sentence with the pertinent information. Announce the direct conditions of why, where and when you prefer the letter to start its effectiveness. Write the first draft of your proxy letter on notebook paper to make sure you list the full statement of why you are delegating your proxy to manage this proceeding for you.
- 2). Add additional information regarding the proxy's understandings of the proceedings, responsibilities of representing your interests and her compliance in understanding the rules of the situation. You can write a sentence stating, "Since I will not attend the meeting or proceedings on the given date, my proxy is fully aware and will comply with the responsibilities instructed by all members and parties involved with..." and finish the line with the appropriate information.
- 3). Open a word-processing application on a computer, and type the proxy letter. Start with the recipient's address, fax number and telephone number. Press "Enter" twice and enter the date. Press "Enter" twice and enter the salutation to address the individual you wish to notify of the proxy's agreement to attend the meeting. Add the body of the letter and your contact information at the bottom. Print the letter and review for spelling, grammar and punctuation.
- 4). Finish the revisions of the printed copy of your proxy letter and reprint for final proofreading. Include the proxy's signature at the bottom of the letter for confirmation. Send the letter to the individual you must contact to inform of the proxy's appearance in your absence.