How to Authorize Someone to Pick Up Your IELTS Certificate at BC & IDP (With Templates)

After anxiously waiting for your scores, the day you finally hold your IELTS certificate is easily the most anticipated moment for any test-taker. However, if unforeseen circumstances—such as a heavy school or work schedule, or being away from home—prevent you from collecting your Test Report Form (TRF) in person, you can easily authorize someone else to pick it up on your behalf.

To do this, both IDP and the British Council (BC) require candidates to properly fill out and submit an IELTS certificate collection authorization letter in accordance with their guidelines. This article from ECE Language Center provides a detailed walkthrough of the process, requirements, and accurate templates for each organization.

Nature and General Regulations for IELTS Certificate Authorization

Collecting an IELTS certificate on someone else’s behalf is subject to strict security protocols to protect candidates’ personal information and prevent lost score reports or fraud.

Mandatory Requirements for the Authorized Representative

• The authorized person must present an original National ID card, Citizen ID card (CCCD), or Passport when picking up the results at the testing office.

• The information on this original identity document must match the candidate’s details provided on the authorization letter precisely.

Candidate Signature Guidelines

The candidate’s signature on the Authorization Letter must match their signature on the original registration form, passport, or Citizen ID card so that testing staff can verify it.

Authorizing IELTS Certificate Collection at the British Council (BC)

If you took your test at the British Council, the process of submitting the IELTS Authorisation Form requires strict adherence to timing and contact methods.

Submission Process

Submission Timeline: Candidates must completely fill out and submit the authorization form to the British Council at least 02 working days before the designated representative comes to collect the results.

Submission Method: Send the form via the official email address corresponding to your testing region:

• Hanoi Region: Exams.Hanoi@britishcouncil.org.vn
• Ho Chi Minh City Region: Exams.HCMC@britishcouncil.org.vn

Information Required on the BC Form

The British Council form requires the following detailed bilingual information:

• Candidate Name

• Date of birth

• National ID/Passport No.

• Candidate Number

• Test Date

• Test Centre Number

• Representative’s Information: Full Name, National ID/Passport No., Relationship to Candidate.

Authorizing IELTS Certificate Collection at IDP Vietnam

For IDP Education Vietnam, the procedure for submitting an Authorization Letter is slightly more flexible regarding submission methods.

Submission Procedures and Locations

Candidates can choose one of two ways to submit their form to IDP:

In-person submission: Drop off the authorization letter at any official IDP office.

Online submission: Email the completed form to the corresponding branch email address:

• Hanoi: ielts.hanoi@idp.com
• Ho Chi Minh City: ielts.hcmc@idp.com
• Da Nang: ielts.danang@idp.com

IDP Office Addresses for Collection

The authorized representative can bring original identification documents to collect the certificate at 3 locations:

• Hanoi: 28 Phan Boi Chau Street, Hoan Kiem District.

• Da Nang: 10 Ngo Gia Tu Street, Thach Thang Ward, Hai Chau District.

• Ho Chi Minh City: 161 – 161A Hai Ba Trung Street, Vo Thi Sau Ward, District 3.

Information Required on the IDP Form

The IDP form requires you to specify the test format and includes a personal liability agreement clause:

• Personal Information: Full name, Date of birth, Citizen ID/Passport number, Test date.

• Test Details: Test format (Paper-based or Computer-delivered); Test Centre (Hanoi, HCMC, or Da Nang).

• Representative’s Information: Full name, Date of birth, Citizen ID/Passport number, Relationship to candidate.

• Commitment Clause: The candidate assumes full responsibility for the authorized information provided; IDP Vietnam bears no responsibility or legal liability for any complaints or disputes arising from this authorization.

Important Tips for a Smooth Collection Process

• Avoid inaccuracies: A single incorrect digit in the ID number or a misspelled letter in the representative’s name will prompt testing staff to withhold the results for security reasons.

• Office Hours: Pay attention to the operating hours of the IDP or British Council offices when scheduling your relative’s visit, and avoid public holidays and administrative closures.

• Computer-Delivered Tests: Even though computer-based tests provide fast online results, obtaining a physical copy of the TRF for application packages still requires following the direct authorization process if you cannot pick it up yourself.

Preparing a proper, well-structured IELTS certificate collection authorization letter will save you time when you cannot visit the testing office in person. Make sure to download the correct form from the organization where you registered (IDP or BC), fill out your details carefully, sign with your matching specimen signature, and remind your relative to bring their original ID documents for a seamless pickup experience!

References:

https://ielts.idp.com/vietnam/prepare/downloadable-form

https://www.britishcouncil.vn/sites/default/files/ielts-authorisation-form-20170914_1.pdf