Letter of authorization (LoA)

A letter of authorization (LoA) is a signed document in which a company confirms that a named agent, such as a brand protection provider or law firm, may act on its behalf for specific tasks. In takedown work, it shows registrars, hosts, platforms and other providers that the person filing a report or notice is entitled to speak for the brand.

How it works

Many providers handle complaints differently depending on who sends them. A report from the rights holder, or from an agent it has authorized, often carries more weight, and some processes require it: a DMCA notice, for example, must state under penalty of perjury that the sender is authorized to act for the owner, and many platforms ask agents for proof before acting on trademark or impersonation complaints. A typical LoA includes:

• the brand's full legal name, address and the trademarks or domains it covers;
• the agent's name and contact details;
• the scope of authority, such as abuse reports, copyright notices, blocklist submissions and platform complaints;
• the period of validity and how it can be revoked;
• the name, title and signature of an authorized signatory, with the date.

Example

As an illustration, a retailer engages an agency to remove fake shops such as examplestore-sale[.]com. The agency files a trademark complaint with a hosting platform, which asks for proof that the agency represents the retailer. The agency attaches the signed LoA and the retailer's trademark registration, and the platform proceeds with its review.

When to use it

• Before an external partner files takedown requests or complaints in your name.
• When a provider asks for proof that the sender represents the rights holder.
• When filing copyright or trademark notices through an agent.
• When several teams or subsidiaries need to be covered by one agreement.

What brands can do

Keep a standard LoA template approved by your legal team, define clearly what the agent may and may not do, and review it at least when the scope or signatories change. Share trademark registration details with your agent so they can be attached when asked. Phishvoid asks every brand for a signed LoA before filing any notice in its name; contact us for our template.

Read more: Found a Site Impersonating Your Brand? The First 24 Hours