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Trespass Enforcement Authorization Letter

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Trespass Enforcement Authorization Letter

Excellence ● Innovation. ● Integrity

207 N. Garfield Avenue

Pasadena, CA 91101

Phillip L. Sanchez

Chief of Police

207 N. Garfield Avenue

Pasadena, CA 91101

The Pasadena Police Department’s Trespass Enforcement Program was developed to act in accordance with California Penal Code Section 602(o), which authorizes the owner or owner’s agent to make a request for the assistance of Peace Officers in dealing with trespassers. This request may be made for a period not to exceed six months, and is intended for properties that are closed to the public and are posted as being closed to the public. This form will serve as the request for Peace Officers assistance by property owners or agents that are concerned about trespassing on commercial properties that are NOT open to the general public or real properties where the owner or agent is not on the premises. This Trespass Letter is NOT intended for businesses that are open to the public or properties that have on-site owners or agents. Owners, agents and employees of properties not covered under PC 602(o) are still encouraged to contact the Pasadena Police Department if they need assistance in dealing with trespassers.

FACILITY / PROPERTY NAME:

ADDRESS:

24-HOUR EMERGENCY CONTACT: PHONE:

NAME OF OWNER / AGENT:

ADDRESS:

HOME PHONE: CELL PHONE:

I, , am the owner or agent authorized by the owner of the listed location and I authorize the Pasadena Police Department to act on my behalf in reference to the criminal prosecution of trespassers, pursuant to Penal Code Sections 602 (o), 602 (k), 602(m) and 602.1(a) on the property listed above. Furthermore, I agree to cooperate in all stages of prosecution and will sign a complaint against any arrested person if issued.

Reason for Letter:

Unless revoked by the owner or agent, this authorization shall remain in effect for six (6) months from the date received by the Pasadena Police Department.

Signature of Property Owner/Agent

Date

FOR POLICE DEPARTMENT USE ONLY

Expiration date:

Associated CASE #:

Entered into Sharepoint by:

Date entered:

Copies: FTO Coordinator – 1    Hope – 1    Other:

PPD-602L (rev. 05/12)

Excellence • Innovation • Integrity
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What a Trespass Enforcement Authorization Letter Is

A Trespass Enforcement Authorization Letter is a written document in which a property owner or lawful occupant formally designates another party to act on their behalf to enforce trespass restrictions on private property. Typical designees include on-site security, property managers, or contracted enforcement agents. The letter specifies who may ask trespassers to leave, which areas are covered, and any limits on the designee's authority. When properly completed and, if appropriate, notarized or executed electronically under ESIGN and UETA, the letter helps establish clear authority for third parties and reduces disputes about who may act on the owner's instructions.

Why a Formal Authorization Letter Matters

A clear authorization letter documents delegated authority, reduces confusion during trespass incidents, and supports lawful removal or reporting actions. It creates evidence of consent for an agent to warn, detain briefly for law enforcement, or request removal consistent with property rules and local law.

Why a Formal Authorization Letter Matters

Who Typically Signs and Uses This Letter

The letter is used by property owners and managers who want third parties to enforce trespass rules without ambiguity.

  • Private property owners or landlords delegating enforcement to managers or security personnel, clarifying limits of authority for on-site personnel.
  • Commercial property managers and facility operators assigning enforcement tasks to contracted security firms or parking attendants.
  • Public or nonprofit property stewards (parks, community centers) granting temporary enforcement authority to staff during events or for routine patrols.

A concise delegation reduces operational friction and supports lawful responses when trespass issues arise; maintain a signed copy for agents and local law enforcement.

How to Complete the Letter — Step by Step

Follow these steps to produce a clear, enforceable authorization letter that can be retained and used by agents or provided to law enforcement.

  • 01
    Draft: Write property and agent details, define precise authority, and set dates.
  • 02
    Review: Confirm legal names, addresses, and limits of authority with counsel if uncertain.
  • 03
    Sign: Owner signs in ink or via an ESIGN-compliant eSignature; include date and printed name.
  • 04
    Distribute: Give countersigned copies to the authorized agent and retain originals in the owner’s records.

Customizing and Completing the Letter Online

Set up a repeatable online workflow to create, sign, and store authorization letters securely.

Field Configuration
Template Create a reusable template with fixed owner/agent placeholders.
Signer Order Owner signs first; agent receives copy automatically after completion.
Authentication Use email link or SMS code; use stronger ID checks for high-risk properties.
Storage Save signed PDF with audit trail to secure cloud storage.

Where to Send or File the Signed Letter

Distribute signed letters to all relevant parties and keep an accessible master copy for enforcement or evidentiary needs.

  • Authorized Agent: Provide an original or certified copy to the agent for on-site presentation.
  • Local Law Enforcement: Share a copy with police non-emergency records or community liaison for faster verification.
  • Property Records: Retain a signed digital copy in the property management file or corporate records.
  • Tenant or Visitor Notice: Where appropriate, post or distribute a public notice describing enforcement policies.

Digital Signing and Secure Delivery Requirements

Use a platform that supports legally compliant eSignatures, audit trails, and secure storage.

  • Authentication: Email links, SMS codes, or stronger KBA for identity verification.
  • Audit Trail: Capture timestamps, IP addresses, and action logs for evidentiary use.
  • Integrations: Connect to cloud storage and record systems for centralized retention.

Ensure chosen tools meet ESIGN/UETA standards and industry compliance needs; store signed copies in encrypted archives with role-based access.

Timelines, Deadlines, and Processing Expectations

Be explicit about dates and any notice periods so agents and third parties know when enforcement begins and ends.

Effective Start Date:

Date on which authority becomes operative; enter MM/DD/YYYY.

Review Period:

Set periodic reviews (e.g., annually) to confirm or revoke authority.

Temporary Authorizations:

Specify exact end date or triggering event for temporary delegations.

Agent Reporting:

Require agent to report enforcement incidents within a reasonable period.

Retention Responsibility:

Owner retains original signed letter for the period required by law.

Common Mistakes to Avoid

  • Using vague scope language that lets agents act beyond intended limits and increases liability exposure.
  • Failing to identify the agent precisely, such as omitting company names, badge numbers, or license details.
  • Not recording or preserving the signed document and audit trail, which weakens evidence in disputes.
  • Assuming verbal authority is sufficient without written, signed documentation and appropriate authentication.

Penalties and Legal Risks of an Incorrect Letter

Unauthorized Action: Civil claims or trespasser lawsuits
Criminal Liability: Potential criminal charges for illegal detention
Contract Voidance: Invalid instrument may be unenforceable
Insurance Denial: Coverage disputes if authority exceeded
Fines and Injunctions: Regulatory penalties or court orders
Reputational Harm: Public trust loss and operational disruption

Required Information Checklist

Owner Identity: Legal name exactly
Agent Identity: Full name and contact
Property Details: Complete street address
Authority Limits: Clear scope and limits
Effective Dates: Start and end dates
Signature Details: Signer, date, notarization

Key Components of a Professional Authorization Letter

A well-drafted letter combines identity, scope, time limits, and signature attestations to avoid ambiguity and support lawful enforcement.

Heading

A clear title such as 'Trespass Enforcement Authorization Letter' plus the property name and date to immediately identify the document purpose and context.

Parties

Full legal name and contact details for the property owner or authorized entity and for the designated agent, including any license or company registration numbers.

Scope of Authority

Precise description of permitted enforcement actions, covered areas, exceptions, and any prohibition on use of force, detention duration, or property types included.

Duration and Termination

Specific effective start and end dates, renewal conditions, and steps for early revocation to avoid unintended continuing authority.

Signature and Attestation

Owner signature, printed name, title, date, and optional notarization or witness statements to strengthen evidentiary value and verify identity.

Delivery and Recordkeeping

Instructions for distributing copies to the agent, local law enforcement, and for secure retention with version control and audit trail details.

Industry Examples: How Organizations Use the Letter

Real-world uses show how concise delegation reduces response time and clarifies agent responsibilities during incidents.

Property Management Example

A multi-building management firm issued a signed authorization for on-site security to remove trespassers quickly

  • Allowed security to escort trespassers off common areas only
  • The letter reduced delays with police verification and provided an auditable record for tenant disputes and insurance inquiries.

Public Park Event Use

A parks department granted temporary authority to event staff for a single weekend

  • Authority limited to event footprint and hours
  • After the event, staff returned the signed files to the department; the clear limits prevented unauthorized actions and simplified post-event incident reviews.

eSignature Provider Comparison for Executing the Letter

Compare essential pricing and capability criteria for common eSignature vendors; signNow is listed first per product comparison conventions.

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 Yes, 7-day trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Varies by plan Varies by plan Varies by plan Varies by plan
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes Varies by plan Varies by plan
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Who Has Authority to Sign

Property Owner — Individual

An individual owner or recorded titleholder should sign using the exact legal name shown on title documents; include printed name, contact information, and the capacity in which the person signs.

Authorized Representative

Companies should have an officer or designated agent sign on the entity’s behalf; include the signer’s title, company name, and evidence of corporate authority such as a board resolution when appropriate.

Common Questions About Trespass Enforcement Authorization Letters

Answers to frequent questions help avoid procedural errors and clarify when to use written delegations versus other legal tools.


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