Agent Authorization Form

Jurisdiction: Country: United States | Province or State: Washington

What is an Agent Authorization Form?

An Agent Authorization Form lets you appoint someone to act for you on a specific real estate project. In Washington, planning and development departments rely on this form to know who can speak and sign for the owner or applicant. It tells the agency who has authority to submit applications, receive notices, pay fees, and make project decisions.

You use this form when you want another person or firm to handle permit and development tasks. It is common in building, land use, and right‑of‑way projects. It also applies to activities like plan review, inspections, and records access. The form is a focused, limited grant of authority. It is not a full power of attorney. It is tied to the property and project you describe in the form.

Typical users include property owners, tenants with landlord consent, developers, and community associations. You will also see architects, engineers, contractors, permit expediters, and attorneys serve as authorized agents. A business entity often appoints an internal project manager or an outside consultant.

You may need this form to keep your project moving. Agencies will not discuss your project with third parties without your written consent. They need written proof that the agent speaks for you. Without the form, staff may refuse to release information or accept filings. If you cannot attend meetings or monitor the portal, an authorized agent can do it for you.

Use this form when a project will generate agency decisions, deadlines, and fees. Examples include new houses, additions, ADUs, tenant improvements, change of use, grading, utilities, and signs. It also applies to short plats, boundary line adjustments, lot consolidations, and conditional use permits. Right‑of‑way work is another common use, like driveway cuts or frontage improvements. When the project touches multiple departments, a central agent helps manage tasks and communication.

Many owners are out of state or too busy to handle permitting details. Many tenants need landlord consent to pull permits for build‑outs. Owners who operate through LLCs or trusts need a clear point of contact. Lenders, buyers, and insurers also ask for a named agent to access records during due diligence. The form solves these needs by naming a single authorized representative with defined powers.

When you sign this form, the agency will treat your agent’s actions as yours, within the scope you define. Your agent can sign permit applications, respond to corrections, and schedule inspections. Your agent can also receive official notices and pick up approved permits. You can limit the scope and length of the authorization. You can also revoke it at any time by sending a written notice to the agency.

In short, the form makes it clear who is allowed to act for you on a defined project. It saves time, prevents miscommunication, and reduces delays during review and construction.

When Would You Use an Agent Authorization Form?

You use an Agent Authorization Form when a third party needs to act for you on a planning, building, land use, or right‑of‑way matter. If you want your architect to submit plans, you need to authorize them. If you want your contractor to schedule inspections, you need to authorize them. If you want your permit expeditor to handle fees and corrections, you need to authorize them.

As a homeowner, you might use this form when you hire an architect for a remodel. Your architect can submit the application, respond to plan review comments, and pick up the permit. If changes are needed mid‑review, your architect can approve revisions within your defined limits. If you work during agency hours, this keeps your project moving.

As a landlord, you may use this form to authorize a tenant or their contractor for a tenant build‑out. Many agencies will not issue tenant improvement permits without the owner’s written consent. The form shows you agree to the work and appoint a point of contact for the review. You can restrict the agent’s authority to that suite or floor to avoid confusion.

As a business owner, you might appoint your civil engineer to lead a site redevelopment. The engineer can coordinate grading, drainage, utilities, and right‑of‑way approvals. They can also work with transportation and environmental reviewers. If the project needs a hearing, your agent can represent you under the authorization.

As a developer, you often authorize a permit expediter. The expediter manages submittals, corrections, fees, and releases across agencies. They track timelines and hearing dates. They also coordinate with your design team to deliver revised plans. The form allows them to access records and receive staff communications.

As an HOA, you might authorize your property manager to obtain approvals for common area work. Examples include roofs, fences, signage, mail kiosks, and playground equipment. The form ensures the manager can receive notices and schedule inspections without delay. You can attach a board resolution to confirm their authority.

As a buyer or broker, you may need records and zoning data during due diligence. The seller can authorize you to obtain permit history and inspection records. This helps you confirm code status, occupancy, and unpermitted work. The form lets the agency release nonconfidential records to your agent.

You also use this form during code enforcement. If there is a violation, you may hire a contractor to correct it. Authorize the contractor to interact with the enforcement officer and permit reviewers. This allows faster resolution and clear communication.

You use the form when a project is time‑sensitive. Storm damage repairs, failing systems, or deadline‑driven tenant openings benefit from an agent. The agent can move quickly through submittals and corrections. You avoid delays caused by missed calls or emails.

Finally, you use this form when a project requires many signatures. Rather than chasing the owner for each document, the agent can sign standard planning and building forms. You keep control by limiting scope, time, or fee authority in the form.

Legal Characteristics of the Agent Authorization Form

The Agent Authorization Form is a legally binding appointment of an agent for a defined purpose. Your signature creates a limited agency. The agency reviewing your project relies on your written authorization to accept filings and discuss your case with the agent. This reliance is why clarity and completeness matter.

The form is binding because you, as the property owner or applicant, sign it. You identify the property and the scope of the agent’s authority. You also include contact information so staff can confirm the appointment. In Washington, government agencies accept written declarations under penalty of perjury. Forms often include that declaration above the signature. By signing, you affirm the accuracy of the information. False statements carry legal consequences.

Enforceability rests on clear terms and proper execution. The form should name the principal, the agent, and the property or project. It should define the scope of authority, duration, and any limits. It should be signed and dated by a person with authority to bind the owner. For an LLC or corporation, the signer should list their title. Agencies may ask for proof that the signer has authority, such as governing documents or a board resolution. If there are multiple owners, all may need to sign unless one owner has documented authority to act alone.

Some agencies require notarization for owner authorization. Others accept electronic signatures through their permit portal. Follow the agency’s signature rules. If notarization is required, provide a proper notary acknowledgment for each signer. Notarization helps confirm identity and reduces disputes about authenticity.

The authorization is revocable. You can revoke it at any time by written notice to the agency. The revocation is effective when received and processed. It does not undo actions already taken under a valid authorization. You can also set an expiration date in the form. This limits the risk of an open‑ended authority.

The authorization is limited. It does not transfer ownership. It does not assign liability for code compliance. It does not authorize your agent to sign deeds, easements, or lien releases, unless you expressly provide that authority. It typically covers planning, permit, inspection, and records tasks. If you want your agent to handle fee payments or refunds, state that in the form. If you do not, say so. Agencies rely on the scope you define.

Communications with your agent are treated as communications with you for the project. Agencies will send notices to the agent if you ask them to. In many cases, the agent becomes the primary contact. Make sure the email and mailing address are accurate. Washington public records laws apply to agency records. Plans and correspondence in the permit file may be subject to disclosure. The authorization allows your agent to access records tied to your project. It does not make confidential information private.

Even with an agent, you remain responsible for fees, conditions, and compliance. Agencies may hold issuance until all fees are paid. Unpaid fees can delay inspections or final approvals. Your agent can help manage these issues, but you bear the final responsibility as the owner or applicant.

In sum, the form creates a clear, limited, and revocable authority that agencies can rely on. Proper identification, scope, signatures, and, when required, notarization support its legal effect.

How to Fill Out an Agent Authorization Form

Follow these steps to complete the form accurately and avoid delays.

1) Confirm the need and your authority.

• Decide who will act as your agent and why.
• Confirm you are the owner, tenant, or authorized signatory.
• If you are a tenant, get written landlord consent before signing.

2) Gather basic project information.

• Site address and unit or suite, if any.
• Property tax parcel number(s).
• Project name or description, such as “Kitchen remodel” or “Office TI.”
• Any existing application, record, or permit number.

3) Identify the principal (you).

• List your full legal name. Use the name on the deed or lease.
• For an entity, use the exact legal name, not a trade name.
• Provide mailing address, email, and phone number.
• If an entity, list the signer’s title and capacity.

4) Identify the agent.

• List the agent’s full legal name and company name.
• State the agent’s role: architect, engineer, contractor, expediter, attorney, or manager.
• Provide mailing address, email, and phone number.
• Add the agent’s state contractor or professional license number if requested.

5) Describe the property and project.

• Enter the site address and parcel number(s).
• If work is in the right‑of‑way, describe the location and frontage.
• Provide a short scope description, such as “new deck” or “grade and pave.”

6) Define the scope of authority.

• Check or list each action the agent may take.
• Common items include:
• Prepare and submit applications, forms, and plans.
• Sign permit applications and related forms.
• Receive all notices and correspondence.
• Access permit records and approved plans.
• Respond to corrections and submit revisions.
• Schedule and attend inspections.
• Pick up permits and certificates.
• Pay fees and deposits and receive refunds.
• Represent you at staff meetings and hearings.
• Limit the scope if needed. For example, “No authority to approve scope changes over $5,000.”
• Prohibit sub‑delegation if you do not want the agent to appoint others.

7) Set the duration.

• Choose a start date. You can use the signature date.
• Choose an end date, or state “This authorization remains until revoked.”
• If your project is long, consider an end date aligned with expected issuance.

8) Choose the primary contact for the agency.

• Select whether the owner or the agent is the primary contact.
• Confirm the preferred email for official notices.
• Decide whether both parties should receive all notices.

9) Address fees and billing.

• State who is responsible for fees: the owner or the agent.
• Provide a billing email for invoices and fee notices.
• If the agent may receive refunds, state that clearly.
• If you do not authorize fee payments by the agent, say so.

10) Handle records access and plan sharing.

• Allow the agent to view, download, and share plans and records for the project.
• If some documents are sensitive, list any restrictions.
• Understand that most permit records are public, subject to limited exceptions.

11) Add special instructions or limits.

• You can require owner approval for material revisions.
• You can limit authority to certain permits, like “building only” or “ROW only.”
• You can restrict authority to a unit or tenant space.

12) Sign the declaration.

• Review the form for accuracy.
• Sign and date the form. Print your name and title.
• Expect a declaration under penalty of perjury above the signature.
• For entities, the signer should include their official title.

13) Obtain additional signatures if needed.

• If there are co‑owners, each should sign unless one has the authority to sign alone.
• For community property, both spouses may need to sign if required by the agency.
• For a trust, the trustee signs. Attach a certificate of trust if requested.
• For an estate, the personal representative signs. Attach appointment letters.

14) Provide notarization if required.

• If notarization is required, do not sign until you are in front of the notary.
• Bring government‑issued ID.
• Ensure the notary block matches your capacity (individual or corporate).

15) Attach supporting documents.

• Proof of ownership, such as a deed or property tax statement.
• For entities, proof of signing authority.
• For tenants, a landlord consent letter or lease excerpt showing alteration rights.
• For HOAs, a board resolution or property management agreement.
• Any prior permit numbers or the pre‑application summary.

16) Submit the form.

• Upload it to the permit portal for your project record, if available.
• If the agency requires originals, deliver or mail the signed form.
• Keep a copy for your records.

17) Confirm acceptance.

• Ask staff to confirm the authorization is on file and valid.
• Verify that the agent appears as the contact on the project record.
• If rejected, fix any issues such as missing signatures or unclear scope.

18) Manage changes.

• If you change agents, submit a new authorization and a revocation letter.
• If you extend the project timeline, renew or extend the authorization if it has an end date.
• Update contact details if emails or phone numbers change.

19) Avoid common mistakes.

• Do not use a nickname or trade name for the owner.
• Do not leave the scope section blank or overly broad.
• Do not omit parcel numbers or use the wrong site address.
• Do not forget to list the signer’s title for an entity.
• Do not assume staff will accept a verbal authorization.

20) Example scenarios to guide your entries.

• Homeowner with architect: Scope includes submittals, corrections, inspections, and permit pickup. Fees billed to owner. Duration “until revoked.”
• Landlord authorizing tenant contractor: Scope limited to suite build‑out and building permit. Fees billed to the tenant contractor. Notices to both owner and agent. End date at expected final inspection.
• Developer with permit expeditor: Full scope, including right‑of‑way, utilities, and hearings. Fees billed to the agent. The agent may receive refunds. Duration through the certificate of occupancy.

If you follow these steps, your agent will have clear, written authority to move your project through review and inspections. You will reduce back‑and‑forth with staff and avoid holds caused by unclear contacts. Most importantly, you stay in control by defining scope, timelines, and limits that match your needs.

Legal Terms You Might Encounter

• Principal means you, the property owner or legal tenant, who grants authority to someone else. In this form, you authorize another person to act for you on planning and development matters for a specific site or projects.
• Authorized agent is the person or firm you name to represent you. This can be a contractor, architect, engineer, attorney, or another trusted person. The agent can only do what you allow in this form.
• Scope of authority describes what the agent can do. Typical scopes include submitting applications, receiving notices, accessing plan status, and speaking for you in reviews or inspections. You set limits in the form’s “authority granted” section.
• Limited power of attorney is the legal concept behind this authorization. It gives your agent permission to act for specific tasks only. It is not a general power to handle all your affairs. It ends when you revoke it or when the stated end date arrives.
• Revocation is the act of canceling the authorization. You can revoke at any time in writing. After revocation, your agent loses all rights to act for you on your permits or approvals.
• Effective date is when the authorization starts. Some forms start on the signature date. Others start on a date you list. Make sure the start date covers any pending filing or scheduled inspection.
• Expiration or term is when the authorization ends. You can set a fixed end date. If no date is set, some departments treat it as valid until the project closes. Check your project timeline and set a date that matches.
• Parcel number (also called tax parcel or assessor’s parcel number) identifies the property. This number ties the authorization to the correct site. Include the parcel number for each property covered by the authorization.
• Signatory is the person who signs the form. The signatory must be the property owner or a person with legal authority to bind the owner. If the owner is an entity, the signatory must have authority under the entity’s records.
• Acknowledgment or notarization is a formal verification of your signature. Some departments require notarization. Others accept standard signatures or electronic signatures. If notarization is required, a notary verifies your identity and watches you sign.
• Delegation or sub-agency refers to your agent appointing someone else to act. Many forms do not allow sub-agents unless you clearly authorize it. If you want to allow it, state that in the scope section.
• Hold harmless and indemnification shift the risk to the party who accepts it. Some forms state that you, as the owner, hold the department harmless for allowing your agent to act. Read these clauses carefully so you understand the risk allocation.
• Notice of decision is the official outcome for an application. By naming an agent, you allow that person to receive notices for you. You still remain responsible for deadlines and appeals, even if the agent receives them first.

FAQs

Do you need to notarize the Agent Authorization Form?

Not always. Some planning and development offices accept signed forms without notarization. Others require a notarized signature for owner authorizations or when corporate owners sign. If you are unsure, ask if notarization is required for owner authorizations in your jurisdiction. When in doubt, notarize. A notarized form avoids rejection at intake.

Do you need a separate form for each property?

Yes, if the properties have different parcel numbers. Tie each authorization to the correct site address and parcel number. If one project spans multiple parcels under the same owner, list each parcel on the same form if allowed. If not allowed, prepare one form per parcel.

Can you name more than one agent?

Usually, yes. You can authorize multiple agents or a firm, plus a named individual. Be clear if each agent has full authority or if authority is limited by task. For example, you might allow the architect to submit plans and the contractor to schedule inspections. Spell this out in the scope section to avoid confusion.

How long is the form valid?

The form is valid from the effective date until you revoke it or it expires under the terms you set. Some departments tie validity to the permit life cycle. Others honor your chosen end date. If your project will last more than a year, set a term that covers the planned timeline and renew if needed.

Can you revoke the authorization after you submit an application?

Yes. You can revoke at any time. Send a written revocation to the department and your agent. Include the permit number, parcel number, and the date of revocation. The department will then update contact permissions and stop accepting actions from the former agent.

Does this form let your agent approve design changes or pay fees?

It depends on the scope you grant. You can allow your agent to submit revisions and respond to corrections. Many owners allow agents to pay fees for speed, but you remain responsible for payment. If you do not want your agent to approve changes that affect cost or design, say so clearly in the scope section.

Can a tenant authorize an agent if the tenant is not the owner?

Often, yes, but the form or the department may require the owner’s consent. A tenant may authorize an agent for interior work allowed under the lease, but the owner may still need to sign the permit application. If you are a tenant, include your lease right to improve the premises and secure the owner’s written consent if required.

What if you co-own the property?

Follow the signature rules for co-owners. Many offices require all owners of record to sign or provide proof that one signatory can bind all owners. If the property is held by an entity, include evidence of the signatory’s authority, such as a resolution or operating agreement excerpt.

Can your contractor be your authorized agent?

Yes. Many owners authorize the general contractor to handle permitting, inspections, and corrections. Make sure the contractor’s license and insurance are current. Limit the contractor’s authority to project tasks you are comfortable delegating.

Do you need to submit the original signed form, or is a copy okay?

Policies differ. Some offices accept scanned or electronic signatures. Others require a wet-ink original or a notarized original. Ask about original signature requirements before you file. If electronic signatures are allowed, follow the department’s format and file naming rules.

Does the authorization allow your agent to appeal a decision?

Only if you grant that right and the department allows agent-filed appeals. Appeals often have strict deadlines. If you want your agent to handle appeals, state that in the scope, and ensure they monitor timelines closely. You remain responsible for missing deadlines.

What if your company owns the property?

Use the company’s legal name as the owner and have an authorized officer sign. Include the signer’s title and contact information. Some departments may ask for proof of signing authority. Prepare a brief statement or internal resolution if requested.

Checklist: Before, During, and After the Agent Authorization Form

Before signing:

• Confirm property details. Gather the site address, parcel number, and legal description if available.
• Identify your project. List relevant permit numbers if already assigned. Note project type and scope.
• Choose your agent. Verify the agent’s name, firm, email, phone, and mailing address.
• Set the scope. Decide which tasks you are authorizing. Include submittals, corrections, inspections, and fee payments as needed.
• Define limits. Decide whether to allow sub-agents. Decide on appeal rights. Decide if design approvals are included.
• Set dates. Pick an effective date and an expiration date that match your project timeline.
• Confirm signature rules. Check whether you need notarization, co-owner signatures, or corporate authority documents.
• Prepare attachments. Have a copy of your ID ready if requested. Collect proof of ownership or tenant rights if needed.
• Align your team. Inform your architect, contractor, and consultants about who will be the agent.

During signing:

• Verify names match records. Use the owner’s legal name and the agent’s legal name or firm name.
• Include complete contact info. Add phone, email, and mailing address for both owner and agent.
• List all sites. Include each parcel number and address covered by the authorization.
• Detail the scope. Write clear tasks and any exclusions. Avoid vague language like “all matters” unless intended.
• Address sub-agency. State whether the agent may delegate to others. Name specific sub-agents if desired.
• Set the term. Enter the effective date and expiration date. Avoid open-ended terms if you want tighter control.
• Sign correctly. Use the correct signatory and title. If required, sign in front of a notary.
• Initial each page if required. Some forms ask for initials to prevent changes after signing.
• Check legibility. Make sure all entries are readable. Avoid abbreviations that can cause confusion.

After signing:

• Make copies. Keep a digital and a hard copy for your records.
• File the form. Submit the authorization with your permit application or to your project record as instructed.
• Confirm receipt. Ask for confirmation that the authorization is on file and accepted.
• Notify your agent. Send the final signed copy. Confirm the scope and dates. Review any limits you set.
• Update your contacts. Tell your design team and contractor that the agent is authorized.
• Monitor status. Check that notices and corrections go to the agent as planned.
• Track expiration. Add reminders 30–60 days before the end date.
• Keep a revocation template. Prepare a short revocation notice you can send if needed.
• Secure storage. Store the original notarized copy if notarization was required.

Common Mistakes to Avoid

• Leaving the scope vague or overly broad can cause problems. If the scope says “handle all matters,” your agent might approve changes you did not intend. Don’t forget to state exactly what the agent can and cannot do. Include any tasks that need your personal approval.
• Forgetting to list the parcel number can stall your submittal. Staff cannot link the authorization to your site without it. Don’t forget to enter the correct parcel number for each property covered.
• Failing to follow signature rules leads to rejection. If co-owners or an authorized officer must sign, a single signature may not be enough. Don’t forget to confirm who must sign and whether notarization is needed.
• Letting the authorization expire mid-project can slow work. Inspectors and reviewers may stop processing until you renew. Don’t forget to track the expiration date and renew before it lapses.
• Not revoking a former agent creates risk. A former contractor might still access your records or file changes. Don’t forget to send a written revocation and confirm that the department has removed the old agent.

What to Do After Filling Out the Form

1. Submit the signed form as part of your permit application or add it to your existing project record. If a wet-ink or notarized original is required, deliver it using the department’s accepted method. If electronic filing is allowed, upload a clear, readable copy in the requested format.
2. Confirm that the department accepted the authorization. Ask for a note in the project record showing your agent’s name and the scope you granted. Verify the agent appears as a contact who can receive notices and schedule inspections.
3. Inform your team. Send the final authorization to your agent, contractor, architect, and engineer. Clarify who will submit corrections, coordinate inspections, and receive official notices. Reinforce any limits you set, such as design approvals that require your sign-off.
4. Update your internal procedures. Route invoices, notices, and plan markups to the agent’s email. If your agent will pay fees, decide how reimbursements will work. If you handle payments, make sure fee notices still come to you.
5. Monitor project communications. Review the first notice or correction log to confirm routing. If messages still go to you by mistake, ask the department to update the contacts.
6. Plan for changes. If you need to expand or narrow the agent’s scope, prepare an amendment. Some departments let you file a revised authorization that replaces the old one. Include the project number and date so staff can remove prior versions.
7. Track the end date. Set reminders to renew the authorization if the project will continue beyond the expiration date. If the project is closing, let the authorization expire or send a revocation when you no longer need representation.
8. Revoke when needed. If you change agents or terminate a contract, send a written revocation. Include the project number, parcel number, and effective date. Ask for confirmation that the old agent was removed.
9. Keep records. Store the signed form, any notarized original, and all amendments or revocations. Keep them with your permit approvals, inspection reports, and final documents.