A Letter of Authority is only useful if it is signed by the right person. 

For advice firms, this sounds simple. But in practice, signature issues are one of the common reasons providers reject LoAs. A provider may refuse the document if the wrong person signed it, the signature is too old, the name does not match their records, or the signer’s authority is unclear. 

In most cases, the person who owns the policy, plan, account, or product should sign the Letter of Authority. For business or trust cases, the signer must be someone with proper authority to act for that entity or arrangement. 

This blog explains who can sign a Letter of Authority, why the correct signature matters, and how advice firms can reduce delays caused by rejected LoAs. 

Who Can Sign a Letter of Authority?

A Letter of Authority should usually be signed by the person who has the legal or recognised authority over the product, policy, account, or plan. 

For an individual client, this is normally the policyholder, planholder, account holder, pension holder, or investment owner. 

For a business, it should be signed by someone authorised to act for the company, partnership, or organisation. This may be a director, partner, owner, authorised signatory, or another person accepted by the provider. 

For a trust, the trustees may need to sign. In some cases, all trustees may be required. 

The exact rule depends on the provider, the product type, and the wording of the LoA. 

Why the Right Signature Matters?

The signature is the provider’s evidence that the client has given permission. 

Without the correct signature, the provider may not release information to the adviser or advice firm. This is especially important where the LoA is being used to access personal, pension, investment, or insurance information. 

Providers need to be careful because they must protect client data and make sure they are dealing with the right authorised party. The ICO explains that consent does not have one fixed time limit and should be reviewed or refreshed depending on the context. It also explains that where consent is relied on, it can be withdrawn.  

So, if the signer is wrong or unclear, the provider may reject the LoA instead of taking the risk. 

Who Can Sign for an Individual Client?

For an individual client, the LoA should normally be signed by the person who owns or controls the product. 

This may include the: 

• Policyholder  

• Pension planholder  

• Investment account holder  

• Insurance policy owner  

• Bank or platform account holder  

• Client named on the provider’s records  

For example, Standard Life says Letters of Authority or Change of Agency requests must be signed and dated by the planholder, and the document must be less than six months old. It also says it can receive wet signatures or digital e-signatures.  

This shows why firms should not assume every signature will be accepted. The provider will usually check the signer against its own records. 

Who Can Sign for Joint Clients?

If a product is jointly owned, one signature may not be enough. 

For example, if an investment account, insurance policy, or platform account is held in joint names, the provider may require both holders to sign the LoA. Some providers may accept one signature for limited information access, but others may require all account holders to give authority. 

The safest approach is to check the provider’s requirement before submission. 

If one joint holder signs but another required signature is missing, the provider may reject the LoA and ask for a corrected version. 

Who Can Sign for a Business?

For a business LoA, the signer should be someone with authority to act for the business. 

This may include: 

• Company director  

• Business owner  

• Partner  

• Sole trader  

• Authorised signatory  

• Senior manager with delegated authority  

• Company secretary, where relevant  

The key point is that the signer’s role should be clear. A provider may not accept a signature if the person’s authority is uncertain. 

For example, if an employee signs the LoA but the provider cannot confirm that the employee is authorised, the request may be delayed or rejected. 

A business LoA should clearly include the signer’s name, role, company name, signature, and date. 

Can an Adviser Sign on Behalf of a Client?

Usually, no. 

A financial adviser should not normally sign a client’s Letter of Authority on the client’s behalf. The purpose of the LoA is to show that the client has given permission to the adviser or firm. 

If the adviser signs instead of the client, the provider may treat the LoA as invalid. 

The only exception would be where there is separate legal authority allowing someone else to act for the client. Even then, the provider will usually ask for evidence. 

Can Someone with Power of Attorney Sign?

Yes, someone with valid Power of Attorney may be able to sign a Letter of Authority for the client. 

But the provider will usually need proof. This may include a registered Power of Attorney document or provider-specific evidence. 

A property and financial affairs Lasting Power of Attorney can allow an attorney to make or help make decisions about money, tax, bank accounts, property, investments, pensions, and benefits. GOV.UK explains that an attorney can act if the LPA allows it and the donor gives permission while they still have mental capacity.  

So, if an attorney signs an LoA, the advice firm should make sure the supporting authority is available before sending the request. 

Can a Trustee Sign a Letter of Authority?

Yes, a trustee can sign where the policy, plan, investment, or account is held under a trust. 

However, trustee cases can be more complex. Some providers may require all trustees to sign. Others may accept signatures from specific trustees if the trust documentation allows it. 

The firm should check: 

• Who the current trustees are  

• Whether all trustees need to sign  

• Whether the trust deed gives signing authority  

• Whether the provider needs trustee evidence  

• Whether any trustee has changed  

If trustee authority is unclear, the provider may reject the LoA or request further documents. 

Can a Company Employee Sign an LoA?

A company employee can sign only if they are authorised to do so. 

Job title alone may not be enough. For example, a finance manager or operations manager may deal with business records day to day, but the provider may still want proof that they can authorise access to policy or account information. 

This is why business LoAs should not only include a signature. They should also include the signer’s role and capacity. 

If needed, the firm may also ask the client business for written confirmation that the employee is authorised to sign. 

What If the Wrong Person Signs?

If the wrong person signs the LoA, the provider may reject it. 

This can create several problems: 

• The provider refuses to release information  

• The adviser has to contact the client again  

• A new LoA must be prepared and signed  

• The case timeline slows down  

• Admin work is duplicated  

• The client may become frustrated  

• The audit trail becomes weaker 

For advice firms, this is not just a document issue. It is a workflow issue. 

A rejected signature can delay onboarding, pension reviews, replacement business, transfer analysis, annual reviews, and provider follow-ups. 

What Details Should the Signer Include?

The signer should include enough detail to help the provider confirm their identity and authority. 

A strong LoA should usually include: 

• Full name of the client or business  

• Name of the authorised adviser or firm  

• Product, policy, or account reference  

• Signature  

• Date of signature  

• Signer’s role or capacity  

• Company name, if business-related  

• Contact details, if required  

• Clear scope of authority  

The signature date is especially important. Some providers reject LoAs because the signature is too old. Standard Life, for example, requires LoA or Change of Agency requests to be signed, dated, and less than six months old. 

Common Reasons Providers Reject LoA Signatures

Providers may reject a Letter of Authority for simple but costly reasons. 

Common problems include: 

• The signature is missing  

• The signature date is missing  

• The wrong person signed  

• The name does not match provider records  

• The signature is too old  

• A joint holder signature is missing  

• The signer’s business role is unclear  

• Power of Attorney evidence is missing  

• Trustee authority is unclear  

• The provider does not accept the signature format  

• The LoA wording does not match the request  

Many of these issues can be prevented before submission. 

Wet Signature vs Digital Signature

Advice firms should not assume that every provider accepts the same signing method. Some providers accept digital signatures, while others may still ask for a wet signature or a specific e-signature format. 

The safest approach is to check the provider’s signing rules before sending the LoA to the client. This helps avoid asking the client to sign the same document again in a different format. 

How Advice Firms Can Avoid Signature Delays

Advice firms can avoid many LoA signature delays by checking signer authority before the document is sent. 

A good process should include: 

• Confirming who owns the product  

• Checking whether joint signatures are needed  

• Confirming the signer’s business role  

• Checking whether Power of Attorney evidence is needed  

• Confirming trustee requirements  

• Recording the signature date  

• Checking provider-specific rules  

• Tracking rejected LoAs clearly  

• Reviewing inactive cases before using older authority 

This also supports a better client experience. Under Consumer Duty, the FCA expects firms to act in good faith, avoid foreseeable harm, and support customers in pursuing their financial objectives. Poor LoA handling does not automatically create a Consumer Duty issue, but avoidable delays can still create friction in the advice journey. 

How 4admin Helps Firms Manage LoA Signatures

4admin helps advice firms manage LoA workflows with better structure and visibility.

Instead of relying on inboxes, spreadsheets, and manual reminders, firms can centralise LoA tracking and see where each request sits. 

4admin can support firms with: 

• LoA submission tracking  

• Signature checks  

• Provider follow-ups  

• Rejection tracking  

• Document handling  

• Workflow visibility  

• Data extraction from provider responses  

• CRM-ready outputs 

This helps teams spot issues earlier. If a signature is missing, outdated, or rejected, the firm can act before the delay spreads across the case.

For firms dealing with pensions, investments, insurance policies, and provider-heavy onboarding, this can save time and reduce back-office pressure. 

Bottom Line

A Letter of Authority should be signed by the person with the right authority. 

For an individual client, that is usually the policyholder, planholder, account holder, or product owner. For a business, it should be someone authorised to act for the organisation. For trust cases, the correct trustee signatures may be needed. If someone signs under Power of Attorney, the provider will usually need evidence. 

The main point is simple: the provider must be comfortable that the signer has authority. 

When the wrong person signs, the LoA may be rejected. That creates rework, delays, client frustration, and weaker workflow control. 

Advice firms can avoid many of these issues by checking signer authority, provider rules, signature dates, and supporting evidence before submission. 

Frequently Asked Questions

Can a financial adviser sign an LoA for a client?

Usually, no. The client should normally sign the LoA themselves. An adviser should only sign on behalf of a client if there is separate legal authority, and the provider accepts it. 

Can a director sign a Letter of Authority for a company?

Yes, a director can usually sign if they are authorised to act for the company. The LoA should clearly show the director’s name, role, company name, signature, and date. 

Do all joint policyholders need to sign?

Sometimes, yes. If the product is jointly held, the provider may require all relevant holders to sign before releasing information. 

Can someone with Power of Attorney sign an LoA?

Yes, but the provider will usually ask for evidence of the Power of Attorney. The authority must cover the relevant financial or legal matter. 

Can a trustee sign a Letter of Authority?

Yes, trustees may sign where the product or account is held under a trust. Some providers may require all trustees to sign. 

Are digital signatures accepted on Letters of Authority?

Some providers accept digital signatures, but not all do. Advice firms should check provider-specific rules before sending the LoA to the client. 

Why would a provider reject an LoA signature?

A provider may reject the signature if the wrong person signed, the signature is missing, the date is missing, the signature is too old, or the signer’s authority is unclear.