Product Authorization Letter for Germany

Product Authorization Letter Template for Germany

A Product Authorization Letter is a formal document governed by German law that grants specific rights and permissions to distribute, sell, or represent products within defined territories. The document complies with German Commercial Code (HGB) and Civil Code (BGB) requirements, particularly regarding commercial agency and representation. It establishes the scope of authorization, product specifications, territorial limits, and duration of the authorization while ensuring compliance with German commercial regulations and EU trade laws.

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What is a Product Authorization Letter?

A Product Authorization Letter is essential in German business operations where companies need to formally delegate rights to sell, distribute, or represent their products. This document is particularly important in the German market due to strict regulatory requirements and the need for clear documentation of commercial relationships. The letter establishes the legal basis for product representation under German law, including compliance with the Commercial Code (HGB) and Civil Code (BGB). It typically contains detailed information about authorized products, territorial scope, duration of authorization, and specific permissions granted to the authorized party. This documentation is crucial for maintaining clear audit trails and ensuring compliance with German commercial regulations.

What sections should be included in a Product Authorization Letter?

1. Letter Header: Company letterhead, date, and recipient details including full legal name and address

2. Subject Line: Clear indication that this is a Product Authorization Letter (Produktautorisierungsschreiben)

3. Authorization Grant: Clear statement of authorization being granted, identifying the authorized party and their role

4. Product Scope: Specific products or product categories covered by the authorization

5. Authorization Scope: Detailed description of what activities are authorized (e.g., sales, marketing, distribution)

6. Territory: Geographic area where the authorization is valid

7. Duration: Time period for which the authorization is valid

8. Signature Block: Authorized signatory details, signature, and company stamp if required

What sections are optional to include in a Product Authorization Letter?

1. Sub-Authorization Rights: Include when the authorized party needs the right to delegate authority to others

2. Compliance Requirements: Include when specific regulatory or industry compliance requirements need to be mentioned

3. Reporting Obligations: Include when the authorized party must report on their activities

4. Revocation Terms: Include when specific conditions for revocation need to be stated

5. Confidentiality Statement: Include when authorization involves access to confidential information

6. Quality Control: Include when authorized party must maintain specific quality standards

What schedules should be included in a Product Authorization Letter?

1. Product List: Detailed list of authorized products including product codes, descriptions, and specifications

2. Territory Map: Visual representation of authorized geographic territory if applicable

3. Authorized Representatives: List of specific individuals authorized to act under this letter

4. Quality Standards: Specific quality requirements and standards that must be maintained

5. Required Documentation: Templates or examples of required documentation for authorized activities

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents

Jurisdiction

Germany

Publisher

Genie AI

Sector

Banking

Cost

Free to use

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