Why has my driver or agent been asked for a letter of authority?
An ATA Carnet is issued to a named holder. Anyone else who travels with or presents the goods on that holder’s behalf is acting as a representative.
HMRC says the person travelling with the goods must either be named as a representative on the front cover or carry a letter of authorisation with the carnet. This is why simply handing the document to a driver, employee, or agent may not be enough.
Example:
A production manager might arrange the carnet in the office, while a contracted haulier collects the camera equipment. If the driver is not named, written authority helps show customs that they have permission to act for the holder.
Does every person travelling with our carnet need their own authority?
Not every colleague on the trip necessarily needs a separate letter. The important question is who will actually travel with the goods and present or use the carnet.
Named representative: if the person is already named on the carnet, a separate authority letter may not be needed for that reason.
Different employee or agent: if they are not named, they should have written authorisation from the holder.
Company carnet with “any authorised representative” in Box B: the person using it should still carry a letter from the named holder.
Haulier with an unknown driver: HMRC allows the driver’s name to be left blank on the prepared letter and added once the driver is allocated.
If responsibility could pass between different people during the journey, check that each person who may actually use the carnet is appropriately covered.
What information needs to appear in an ATA Carnet letter of authority?
At a minimum, HMRC says the letter should state the full name of the person authorised to use the carnet and be signed by the holder. For a company carnet, it should be prepared on company letterheaded paper.
To make the authority clear and easy to identify, useful supporting details can also include:
Carnet number
Holder or company name
Name of the authorised representative
A clear statement that they may act for the holder
Date and contact details
The letter supports the representative’s authority. It does not replace the ATA Carnet, so it should stay with the carnet throughout the journey.
What happens if we need a different person authorised at the last minute?
A late driver change does not automatically mean starting the whole carnet process again.
Confirm who is now travelling and whether they are already named or covered. If not, arrange the appropriate signed authority before they leave. For hauliers, the final driver’s name can be added once it is knownGOV.UK
Do not alter the issued carnet simply to solve the problem. If you are unsure whether the change affects the carnet itself or only the representative paperwork, check before departure.
It is much easier to resolve that question in the office than when the goods are already at customs.
Before your driver or representative leaves
Check that:
The person using the carnet is named or properly authorised
Any authority letter is signed and, for company carnets, on company letterhead
The letter stays with the carnet
The traveller knows who to contact if customs asks for clarification
Need help with your ATA Carnet?
If you are unsure who should be named, what authority your driver or agent needs, or how to prepare the paperwork, our ATA Carnet services can help you check the next step.
If the carnet itself still needs arranging and departure is close, our Urgent ATA Carnets service is designed for time-sensitive movements.
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