What is a letter of authorization for porting?
A letter of authorization for porting is the signed form that approves moving a fax number. Its details must match the current account, and the form names accounts, never patients.
A letter of authorization for porting is a signed form that lets a new provider ask for a fax number transfer. A practice that signs one approves the move, and the details on the form must match the account it holds with its current provider.
How does a letter of authorization work?
A letter of authorization for porting is the signed approval that the new provider sends to the current provider before the move begins. The form names the practice, the account with the current provider, and the fax numbers to move. The account holder signs it.
The current provider checks those details against its records before the move goes ahead.
Under FCC guidance, the practice contacts the new provider first, since that provider starts the port. The FCC's porting guide describes the same sequence.
A mismatch between this form and the current account can stall the move. The page on the reasons a port is rejected explains the causes.
Does a letter of authorization matter for HIPAA?
A letter of authorization matters for HIPAA only in a small way, because it names the practice's account and phone numbers, and no patient. The form itself rarely holds protected health information.
The faxes that reach the number after the move can hold protected health information, so the new provider needs a signed business associate agreement before those faxes arrive. Fax Pigeon includes that agreement from signup.
Is a letter of authorization the same as a business associate agreement?
A letter of authorization and a business associate agreement are separate documents. The letter approves one number move, and the agreement governs how a vendor handles protected health information for the practice.
- Letter of agency: the same form under another name. Some providers use that term.
- Business associate agreement: the contract that sets the privacy and security terms a vendor must follow when it handles patient records for the practice.
Before any cancellation, see what to do before you cancel the old service.
* Fax Pigeon prices and plan terms as of October 16, 2026.
Frequently asked questions
- What is a letter of authorization for porting?
- A letter of authorization for porting is a signed form that lets a new provider ask for a fax number transfer. The form names the practice's account, the fax numbers to move, and the current provider. The account holder signs the form before the new provider sends the form to the current one.
- How does a letter of authorization work?
- A letter of authorization for porting is the approval that starts the move with the new provider. The current provider checks the details on the form against its records before the number moves. A name or account number that differs from the current account can stall the move.
- Does a letter of authorization matter for HIPAA?
- A letter of authorization matters for HIPAA only in a small way, because it names the practice's account and phone numbers, and no patient. The faxes that reach the number after the move can hold protected health information. The new provider needs a signed business associate agreement before those faxes arrive.
- Is a letter of authorization the same as a business associate agreement?
- A letter of authorization and a business associate agreement are separate documents. The letter approves one number move, while the agreement governs how a vendor handles protected health information for the practice. Some providers call a letter of authorization a letter of agency.
Fax Pigeon
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Plans start at $4.99 a month, billed annually, for 200 pages, with your own number and unlimited people. Your first fax is free.
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