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Porting Request Letter

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Porting Request Letter

RECITALS

WHEREAS, Requesting Party requires the transfer (porting) of telecommunications services and associated telephone numbers or service identifiers from Current Provider to Receiving Provider; and

WHEREAS, Receiving Provider has agreed to accept the porting request and perform the necessary provisioning, coordination, and administrative actions under the terms set forth in this Porting Request Letter; and

WHEREAS, the parties desire to set forth their respective responsibilities, payment terms, schedule, and other conditions governing the porting activity.

PARTIES

Requesting Party Name:

PORT DETAILS

Service Type(s) to be Ported:

Requested Port Date:

SCOPE OF WORK

Receiving Provider shall perform the following tasks in connection with the porting activity. The description below identifies required activities, milestones, and acceptance criteria.

PAYMENT TERMS

Total Fee for Porting Services:

Late Payment Fee:

Invoices are due within days of invoice receipt unless otherwise agreed in writing. All fees are exclusive of any taxes or regulatory charges which will be billed as applicable.

TERM AND TERMINATION

Term Start Date:    Term End Date:

Either party may terminate this Porting Request Letter for material breach if the breaching party fails to cure within days after written notice. Termination shall not relieve either party of obligations incurred prior to termination, including payment for work performed.

CONFIDENTIALITY

Each party agrees that all non-public information exchanged in connection with this porting activity, including but not limited to customer data, account numbers, network configurations, and security credentials, is Confidential Information. Confidential Information shall be held in confidence and used solely to accomplish the porting services. Confidentiality obligations shall continue for years following termination of this letter, except as required by law.

Requesting Party acknowledges that release of inaccurate account information or failure to obtain required consents may expose Requesting Party to service interruption, fees, and liability for claims arising from misrepresentations.

GOVERNING LAW; ENTIRE AGREEMENT

This Porting Request Letter shall be governed by and construed in accordance with the laws of the state of , without regard to its conflicts of law principles.

This document constitutes the entire agreement between the parties regarding the subject matter hereof and supersedes all prior discussions, proposals, and agreements, whether written or oral. No amendment shall be effective unless executed in writing by both parties.

AUTHORIZATION AND CERTIFICATION

Requesting Party certifies that it is authorized to request the porting of the listed numbers or services and authorizes Receiving Provider to act as its agent for purposes of coordinating and executing the port. Requesting Party further certifies that the account information provided herein is accurate and that any third-party consents required for porting have been obtained.

By signing below, the authorized representatives of each party acknowledge acceptance of the terms of this Porting Request Letter.

Requesting Party (Print):

By:

Date:

Receiving Provider (Print):

By:

Date:

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What a Porting Request Letter Is and when it’s used

A Porting Request Letter is a written authorization from an account holder that requests transfer of one or more telephone numbers or telecom services from one carrier to another. It documents account details, the numbers to transfer, account holder authorization, and any identity verification required by the losing or gaining carrier. Carriers use it to verify authority, avoid service disruption, and complete the Local Number Portability (LNP) process. The letter may be submitted via email, fax, portal upload, or as a notarized paper document where required.

Why a clear Porting Request Letter matters

A correctly prepared letter speeds porting, reduces disputes about account ownership, and limits downtime by giving carriers verifiable authorization and accurate account details.

Why a clear Porting Request Letter matters

Who commonly prepares or signs a Porting Request Letter

Use the letter when the current carrier requires written authorization or when the gaining carrier requests documentation to start the Local Number Portability process.

  • Individual consumers switching wireless or landline service to a new carrier
  • Small and large businesses consolidating numbers under a single provider
  • Managed service providers or telecom resellers transferring client numbers

Essential parts of a professional Porting Request Letter

A complete letter reduces follow-up calls and accelerates approval. Each section should be precise, signed by an authorized person, and include contact details for verification.

Account Holder

Full legal name of the account owner as shown on the incumbent carrier account, used to establish authority and match carrier records.

Account Number

Existing carrier account number and any PIN or passcode the carrier uses for account verification and to authorize porting requests.

Numbers to Port

List each telephone number in full E.164 or 10-digit format and indicate whether the entire range or specific lines are included.

Losing Carrier Details

Name of the current carrier, service address, and any customer reference needed for verification or internal routing by the losing carrier.

Authorization Statement

Explicit language authorizing porting and permitting the losing carrier to release account information to the gaining carrier for transfer.

Signature Block

Printed name, title if applicable, signature, date, and best contact number or email for immediate verification; notarization if required.

Required data fields at a glance

Account Name: Full legal name on account
Account Number: Carrier account number
Telephone Numbers: List numbers, 10 digits
Service Address: Street, city, state, ZIP
Contact Info: Phone and email for verification
Signature: Authorized signature and date

Step-by-step: preparing and submitting your porting letter

Follow these steps in order to minimize delays and ensure carriers can verify authority quickly.

  • 01
    Gather details: Collect account name, number, PIN, service address, and affected numbers.
  • 02
    Draft letter: Include explicit authorization, account details, and contact information for verification.
  • 03
    Sign and verify: Have the authorized signer sign; notarize only if carrier requests it.
  • 04
    Submit: Send to the gaining carrier via their portal, email, or as instructed.

How the porting authorization flows between parties

Porting requires coordination among the account holder, losing carrier, and gaining carrier; documented authorization triggers verification and scheduling.

  • Submit to Gaining Carrier: Gaining carrier receives the letter and opens a port request.
  • Losing Carrier Verification: Losing carrier checks account details and authorizes release.
  • Scheduling Port: Carriers agree on a port date and time window.
  • Completion Notice: Gaining carrier confirms successful transfer to the account contact.

Setting up a digital porting workflow

Automate submission and tracking with a simple workflow that captures required fields, enforces signatures, and records the audit trail.

Field Mapping Map fields to carrier LOA form
Signer Authentication Email, SMS code, or stronger KBA
Attachment Upload account statements or proof
Notifications Set reminders and status alerts
Retention Store signed copies and audit trails

Technical considerations for electronic submission

For large or recurring migrations, prefer systems that integrate with Salesforce, NetSuite, Google Workspace, and file storage providers to automate verification and recordkeeping.

  • File Formats: PDF or DOCX supported
  • Authentication: Email + SMS or stronger
  • Integrations: CRM and ticketing links

Comparing eSignature options for submitting Porting Request Letters

This neutral comparison highlights starting price and core features relevant to executing and storing porting letters electronically.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Common mistakes that delay number porting

  • Mismatched account name or spelling between letter and carrier records causes rejection and slowdowns.
  • Missing account PIN or passcode prevents the losing carrier from authorizing the transfer promptly.
  • Submitting wrong or partial telephone numbers leads to partial port success and customer confusion.
  • Using an unauthorized signer without attached proof of agency prompts verification delays or denials.

Risks and potential consequences of incorrect porting letters

Service Interruption: Temporary loss of service for affected numbers
Failed Port: Losing carrier denies transfer
Loss of Numbers: Numbers may be reassigned if delays persist
Billing Errors: Incorrect account reconciliation or surprise charges
Legal Exposure: Disputes over ownership or authorization
Operational Impact: Disruption to business communications or customer service

Illustrative scenarios where a Porting Request Letter was essential

These summaries show how accurate letters and preserved audit trails reduce friction when transferring numbers between carriers.

Optica Ventures — COO

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

  • Porting required clear authorization to preserve client numbers during migration.
  • Having a documented authorization and audit trail reduced verification calls and completed the port within the scheduled window.

Martin Properties — Founder

I can process and execute all of these documents online with 100% compliance and built-in security.

  • Multiple property phone lines needed consolidation under one provider.
  • Accurate letters and consistent signer information prevented tenant service interruptions and simplified billing after transfer.

Who may sign and their authority

Account Owner

The individual or business named on the carrier account. Their signature is primary evidence of authorization; carriers match the name and account details to confirm authority and process the port.

Authorized Agent

A designated employee or third-party with written authority or power of attorney. Attach proof of agency; carriers often require explicit documentation when the signer is not the account holder.

Notarization and witness steps for authenticated porting letters

Some carriers or institutional accounts may require notarization or additional witness steps; follow carrier-specific instructions when requested.

01

Prepare Letter

Draft with full account details and signer information.

02

Verify Identity

Signer provides ID for notary or platform KBA.

03

Notary or RON

Complete in-person notarization or remote online notarization if allowed.

04

Witnesses

Add witnesses only when carrier or state law requires them.

05

Attach Proof

Include billing statement or account screenshot if requested.

06

Submit

Send to the gaining carrier per their channel.

07

Confirm Port Date

Agree on timing and maintain availability.

08

Retain Records

Store signed letter and audit trail securely.

Frequently asked questions about Porting Request Letters

Answers to common issues and verifications encountered when preparing or submitting porting authorization letters.


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