What is a authorized distributor letter?
Public tenders, hospital and government buyers, online marketplaces, customs brokers and big retail customers often ask a distributor to prove it is authorised by the manufacturer. They want a letter on the manufacturer's behalf naming the business, the products, the territory and the dates, signed by someone with authority, with a way to check it is genuine. A vague or undated letter is often rejected.
This template lets the manufacturer or brand owner address the letter to a named buyer or to whom it may concern, quote a tender or listing reference, and confirm the business as an authorised distributor, reseller, dealer, importer or online seller, exclusive or non-exclusive. It sets out the products, territory, any sales channels such as named marketplace stores, and a validity period with an end date, with an optional warranty statement. Clear limits make the distributor an independent reseller, not an agent or guaranteed by the manufacturer, and a verification contact lets recipients confirm the letter directly.
- Best for
- Tender submissions, marketplace brand approvals, importers and customer onboarding
- Signed by
- One authorised person at the manufacturer or brand owner
- Validity
- A stated start and end date, ending early if the distribution arrangement ends
- Length
- 1 to 2 pages
When to use a authorized distributor letter
- A distributor bidding for a government tender that requires a manufacturer authorisation form
- A reseller applying to sell a brand on an online marketplace with brand gating
- An importer showing customs or regulators that it sources from the brand owner
- A hospital supplier proving it sells genuine products with warranty support
- A brand issuing fresh letters to its dealer network each year
What you fill in
17 blanks, then the name and email of each person who signs: manufacturer.
1 The letter
- Date of the letter*
- Manufacturer or brand owner (legal name)*
- Manufacturer address
- Addressed to*
- Tender or listing reference (optional)
2 The authorised business
- Authorised business (legal name)*
- Its registration or tax number (optional)
- Its address*
3 The authorisation
- Authorised as* authorised distributor · authorised reseller · authorised dealer · authorised importer and distributor · authorised online seller
- Exclusivity* non-exclusive · exclusive
- Products or brands covered*
- Territory*
- Sales channels (optional)
- Valid from*
- Valid until*
- Warranty statement* Genuine products bought from it carry our standard manufacturer's warranty. · It provides warranty service for these products on our behalf in the territory. · No warranty statement.
4 Verification
- Contact to verify this letter*
5 Who signs
- Manufacturer signature and date, job title · A director, officer or manager authorised to confirm distribution arrangements for the manufacturer or brand.
What the authorized distributor letter covers
- Scope of the authorisation
- Limits of this letter
- Verification
Using the authorized distributor letter, step by step
1 Address the letter
Enter your company, the date and who the letter is for. Add a tender or listing reference if the recipient asked for one.
2 Name the authorised business
Enter its legal name, address and, if useful, its registration or tax number.
3 Set the scope
Choose the capacity and exclusivity, describe the products, territory and any channels, and set the valid-from and valid-until dates. Choose the warranty statement.
4 Add a verification contact and sign
Give an email or phone number recipients can use to check the letter, then sign it. Send the signed PDF to the distributor and keep a copy in your vault.
Tips before you send it
- Always give an end date. Recipients often reject open-ended letters, and you will want the authorisation to lapse if the relationship ends.
- Match the products, territory and exclusivity to your actual distribution agreement. The letter should never promise more than the contract.
- Use a verification contact at a generic company address that will still work if the signer leaves.
- Some marketplaces and tender boards have their own required wording. Check their instructions and add a reference if they ask for it.
Sign it online in minutes
- Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
- Name who signs. Tick “This is me” for your own part. FileIt builds the PDF with every signature, date box on the right line, and you can check or move anything before sending.
- Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in your vault and emailed to everyone.
Authorized distributor letter: frequently asked questions
Is this the same as a distribution agreement?
No. A distribution agreement sets the full commercial terms between you and the distributor. This letter is a short confirmation for third parties that the authorisation exists.
Does the letter make us responsible for the distributor?
The letter says the distributor is an independent business, not your agent, and that you do not guarantee its performance, prices or finances.
What if we end the relationship before the end date?
The letter says the authorisation ends early if the distribution arrangement ends, and that you will confirm the current position on request. Recipients are directed to your verification contact.
Who should sign it?
A director, officer or manager with authority over sales channels. Tender boards sometimes ask for a specific title, so check their requirements.