How to Write an IELTS Certificate Authorization Letter for 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 arise—such as a heavy work or study schedule, or being out of town—preventing you from picking up your Test Report Form (TRF) in person, you can easily authorize someone else to collect it 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 form in accordance with their guidelines. This article by ECE Foreign Language Center provides a detailed guide on the procedures, requirements, and official templates for each organization.

General Rules and Nature of IELTS Certificate Authorization

Collecting an IELTS certificate on behalf of someone else is strictly regulated to protect candidates’ personal information and prevent score misplacement or fraud.

Mandatory Requirements for the Authorized Person

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

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

Candidate Signature Guidelines

The candidate’s signature on the Authorization Form must match their signature on the original application form or passport/ID card so that exam staff can verify it.

Authorizing IELTS Certificate Collection at the British Council (BC)

If you took your test at the British Council, you must strictly follow the timeline and contact methods for submitting the IELTS Authorisation Form.

Submission Process

Submission deadline: Candidates must complete and send the authorization form to the British Council at least 02 working days before the designated person collects the results.

Submission method: Send the form via the official email address corresponding to your test 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

• Authorized person’s details: Full Name, National ID/Passport No., Relationship to Candidate.

Authorizing IELTS Certificate Collection at IDP Vietnam

For IDP Education Vietnam, submitting the Authorization Letter is somewhat more flexible regarding submission methods.

Process and Submission Locations

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

Direct submission: Bring the physical authorization letter to any official IDP office.

Online submission: Send an email with the completed form attached 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

The authorized person can bring their original documents to pick up 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 commitment clause:

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

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

• Authorized person’s details: Full name, Date of birth, National ID/Passport number, Relationship to candidate.

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

Important Tips for a Smooth Pickup

• Avoid errors in information: A single incorrect digit in the ID number or a misspelled letter in the authorized person’s name will cause exam staff to reject the request for security reasons.

• Working hours: Pay attention to the operating hours of IDP or British Council offices when scheduling your family member or friend’s visit, and avoid public holidays and Tet breaks.

• Computer-delivered tests: Even though computer-based test scores are available online quickly, obtaining the physical TRF for admissions or application portfolios still requires following the direct authorization procedure if you cannot pick it up yourself.

Preparing a proper, clear IELTS certificate collection authorization form helps you effortlessly bypass time constraints when you cannot visit the test center in person. Just make sure to download the correct template for your test provider (IDP or BC), fill out your details carefully, sign with your official signature, and remind your loved one to bring their original ID documents for a seamless pickup process!

References:

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

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