How and when to complete an AQHA authorization form.

In my last post, AQHA Memberships Defined, I touched on the necessity of authorization. Authorization from a member lets AQHA know who can sign documents or change addresses and other personal information. If a membership is in the name of a farm, ranch, family, partnership or business — basically any time an individual’s name is not listed in the membership — authorization is required for any business to be completed by AQHA. Think of it like your credit card. You are the only one who can call your credit card company and ask questions pertaining to your account, unless you add an authorized user.

AQHA has created a form called an authorization form. It’s required to list an authorized signatory on a membership. It is a blanket form and can be used for all types of membership. Your membership does not have to be in the form of a business, farm or ranch to complete an authorization. If you have an individual membership and wish for your spouse or another individual to assist you with your AQHA business, you may complete the form to have them listed. The authorization can carry an expiration date or it can be sempiternal.

Authorization is required if the membership:

• is a partnership and does not list at least a first initial and last name of the entities. A partnership written up to A B & C Jones does not require authorization. A partnership written up to Smith & Jones does.
• ends in “LLC,” “company” or “corporation” (or any variations thereof). This is the only case where the “corporate resolution” section on the second page of the form is required.
• is listed in a ranch or family name. Examples of these titles are Smith & Sons, The Jones Family or Bar S Ranches.

The authorization form consists of parts A, B, C, D and a corporate resolution. The information for the authorized membership goes at the top of the page.

In Part A, each person being listed as authorized signatories is listed by name and address. This section also has a line requesting each person’s signature. The signatures in Part A allow AQHA to verify authority when necessary.

Part B sets the limits, if any, to the authorization. Signatories can be limited to a specific horse and/or specific services. If special circumstances are required, the member can attach a letter to the form informing AQHA of their request.

In Part C, all persons involved in the business are required to be listed, whether or not they are being authorized to sign.

Part D requires the signature of the horse owner. If the owner is a partnership, business, family or ranch, only one person needs to sign. AQHA is made aware that there is more than one owner by the persons listed in Part C. For example, if the membership is a partnership between Smith & Jones, either Smith or Jones can sign in Part D. However, both Smith and Jones are listed in Part C as partners. This properly notifies AQHA of the situation.

The back or second page of the form contains instructions, as well as a corporate resolution. As I mentioned above, the corporate resolution is required for memberships including “LLC,” “company” or “corporation.” The title of secretary in this section may be changed as necessary by the owner(s).

Listing authorization is often overlooked, but at times it is a necessary part of your AQHA membership. Lack of an authorization on file can hold up foal registrations, transfers, duplicate requests and other work. It can also hinder a member from receiving his or her PIN and changing an address. AQHA will not mail a PIN or change an address for a business membership without an authorization.

AQHA accepts authorization forms via fax or mail, so print one out, and send it in today!

Any questions? Leave a comment, and I’ll post an answer for you!

As Always, At Your Service,

Kayla Randall
AQHA Customer Service

Related Posts:

• AQHA Memberships Defined
• Your AQHA Membership Card
• AQHA Memberships
• Make Your AQHA Membership Work for You
• AQHA Corporate Partners: At Your Service