A permission letter is a formal letter written to senior managers or higher authorities to seek consent for forthcoming events or intentions. The letter may be written to request a grant for leave, permission to conduct an event, to attend a training program or other reasons. Students or employees working in a professional environment may write such letters to take authorization from their supervisors. The authorities have the power to dismiss the permission request. Therefore, one should address the letter correctly and ensure that it is written in a polite manner. Let us learn more about permission letters and discover the right way to write these letters.
Permission Letter Format
The permission letter is an official document and must include the address of the sender as well as the receiver. When both parties are familiar with each other, there may not be any need to mention the sender’s address. The following aspects are included in the permission letter format.
Address
The address is the first thing that is included in a permission letter. The receiver’s address is compulsorily added to the letter, whereas the sender’s address may not be necessary when both parties know each other well. The recipient’s address should be organized properly and should include all the details. For instance,
To,
(Recipient’s Name)
(Recipient’s Designation)
(Recipient’s Company Name)
(Street Address)
(Town/ City, Country, Zip Code)
Date
The date is one of the most important aspects of any letter. It helps identify when the letter was written and sent to the receiver. If the receiver receives it late, the sender is less likely to be blamed.
Subject
You should briefly state the permission letter’s purpose in the subject line. Keep the subject short and crispy. Make sure it is not too lengthy; 8-10 words should be acceptable to define the letter’s subject.
Salutation
Be it formal or informal, every letter should have a proper salutation. Write greetings to the receiver and show respect to them.
Body
This is the main section of the permission letter, where you write the reasons in detail and explain your concerns to the receiver. The body of the letter can be divided into two paragraphs or more, depending on the subject. Make sure you describe the purpose and highlight the other necessary details in the body. Use a formal and polite tone while drafting the letter. You must focus on making the letter more convincing and sticking to the point.
Subscription
The last section of the letter should focus on the closing. After completing the body and listing out the reasons, you must focus on giving it the proper closure by adding your name, designation, signature, and phone number.
Here’s the format for writing a permission letter that you must follow:
To,
[Name of the Receiver]
[Designation]
[Receiver’s address]
Date
Subject
Salutation,
Body of the letter: Paragraph 1
Paragraph 2
Paragraph 3
Thank You,
Yours Sincerely,
[Subscription]
[Sender’s signature]
[Sender’s name]
[Designation]
[Contact Details]
Permission Letter Sample Template
Let us learn how to write a permission letter better with the help of examples.
Sample 1: Letter of Permission for Leave from Work
To,
Mahesh Raj
Senior Project Manager
XYZ Technologies
12th Street, 4 Avenue
BTM Layout
Bangalore, 560076
2nd September 2022
Subject: Requesting permission for grant leave
Dear Sir,
I am your bona fide employee who serves as Junior Software Engineer within the organization. My daughter Reena has been suffering from a critical illness. Due to the persistent nature of her illness, I would request you to permit me to take leave from work so that I can attend to her fully. I plan to cease coming to work from 2nd September 2022 to 8th September 2022.
I will resume the office on 9th September 2022 and will let you know if I require more time off from work. I offer to help with the transition to help deal with the loss that the company might face due to my absence.
Kindly give my request serious consideration. Thank you for your support in advance.
Yours sincerely,
Vidyut Kumar
Sample 2: Permission Letter for Conducting Event
From
Michael Brown
Cultural Union Manager
XYZ Media Company
3rd Avenue Road
RST Street
New York – 10012
31st August 2022
To
Marlyn Doe
Landlord
AP Venue
13th, St. Cooper Road
New York – 10003
Subject: Request to use AP Venue for an Upcoming Internal Event
Dear Marlyn,
I would first like to take this opportunity to introduce myself. My name is Michael, and I work as a Cultural Union Manager with XYZ Media Company, one of the most renowned and oldest production companies in New York. I am writing this letter to seek your permission to allow us to use AP Venue for our upcoming internal event. We are planning to host the event on 31st October 2022, from 10:00 AM to 06:00 PM.
We hosted one event at your venue last year and found that your property is best suited for hosting a similar event, owing to the following reasons:
- It holds the capacity to accommodate the requisite number of guests.
- It is one of the most convenient and preferred locations by our employees and stakeholders.
- Your location has all the facilities and amenities that may be required for hosting a momentous event.
Kindly let us know if we can hold an event on the requested date and time. We would be obliged if you could let us know in advance so that we can prepare accordingly. We would also request you let us know your commercials for allowing us to use the property in exchange. You may connect with us at michael@xyz.media or events@xyz.media, or you can reach me at my personal number at +123-456789.
Looking forward to a positive response from you.
Yours Sincerely,
Michael Brown
Sample 3: Copyright Permission Request Letter
From
Nitya Bajaj
Communications Manager
ABC Pharmaceuticals
Jessore Road
Kolkata, 700080
1st October 2022
To,
John Doe
71st, ATS Building
Antop Hill
Mumbai, 400037
Subject: Request for the use of Copyrighted Material
Dear John,
I hope this letter finds you well. We understand that you are the copyright holder of the article titled “Adoption of Artificial Intelligence by Pharma and Biotech Industry”, published in Sage Publications 2021 issue. ABC Pharmaceuticals, one of the leading pharmaceutical companies, would like to use the article in a research paper undertaken by our internal employees.
We have operations all over the world and will be distributing the research paper to our internal employees and external stakeholders. Besides that, we will also be posting the report on our corporate intranet. Proper acknowledgement and credits will be given to you in the final report.
Kindly acknowledge if you would like to provide us with your permission. We request you sign both copies of the permission letter and return one copy to us. You may send across a scanned version of the letter to us by email. Please let us know if you have any other queries regarding the publishing of the copyrighted material.
Thank you in advance. We appreciate your consideration of our request.
Yours sincerely,
Nitya Bajaj
Communications Manager
By signing below, I warrant the rights and grant permission to ABC Pharmaceuticals to use my original work in their research report.
Signature:
Date:
Sample 4: Permission Letter to Participate in Sports
To,
Mr J.S. Netos
Principal
Willow Heights High School
Garden District
Downtown, Canada
4th November 2021
Subject: Requesting permission to participate in sports
Respected Sir,
I am duly enrolled as a student in your school and currently studying in Grade 8, Section B. I am writing this letter to inform you that I have been selected to participate in Badminton for the NG Tournament, one of the most renowned events for school-going children. I would be representing my school at the tournament and would be competing with some of the leading international schools.
The international tournament is on 30th November 2021. Due to that, I will have to dedicate more time to the practice sessions. The sessions will clash with my timings for academics. I seek your permission to allow me to attend the practice sessions and grant me leave from 8th November 2021 to 30th November 2021.
I assure you that I will be regular in academics and attend classes regularly after the tournament. Kindly allow me time till 30th November 2021. I promise I will not let you and the authorities down. For any further queries regarding the tournament, you may let me know, and I will ask my coach to connect with you.
I hope to get a positive response from you.
Thank you in advance.
Yours sincerely,
Zayn
Sample 5: Permission Letter from Parents to Teacher for Picnic
From
Nitin Kumar
J-6 Rajouri Garden
New Delhi – 110027
18th March 2022
To,
Ms Mehra
Class Teacher
Brain International School
H-Block, Vikas Puri
New Delhi – 110018
Subject: Permission for Field Picnic of Grade 6 Students
Dear Ma’am,
Honourably, my name is Nitin Kumar, father of Ahana, who is duly enrolled in your school and a student in Grade 6. I am writing this formal letter to grant permission for Ahana to participate in the Field Trip next week on 27th March 2022. We are enclosing a list of items she is allergic to so that you are aware of them. I further give consent and will guide my daughter to accept the responsibility for maintaining good conduct and appearance on the trip.
In granting this permission, I take full responsibility for any damage caused by my child. The field trip permission form has been signed by me and is enclosed with this letter. Request you to let me know about other things that have to be kept in mind for a seamless trip.
Kindly consider this as a letter of consent. I shall be highly served.
Thank you in advance.
Yours sincerely,
Nitin Kumar
+91-8809888098
Tips for Writing the Permission Letter
Here are certain tips that you must follow while drafting the letter:
- Proofread the letter once and ensure it is free from all grammatical errors or faults.
- Use the correct format of the letter and write the right address.
- Use formal wordings to describe the purpose or the subject of the letter.
- Stick to the point and avoid adding unnecessary details.
- Make sure that the information you are adding is factually correct.
- Address the permission letter to the appropriate authority.
- Learn the company policy before requesting or seeking permission from the authorities.
- Keep a duplicate copy of the letter for record purposes.
- Avoid being over-explicit while drafting the letter. Use a formal tone and stick to the point.
- Consider signing the letter by hand using a black or blue ink pen.
Summing Up
There may be various instances where you may be required to take a grant or permission from the authorities. While drafting a permission letter, you should always keep these things in mind. Try to maintain a professional and positive tone while writing the letter. Ensure that the letter includes all the relevant details and makes it convincing for the receiver. You must even get in touch with the higher authority on a personal level and ask them to give approval for the letter. We hope you find these samples and the guide to the permission letter helpful. Visit our blog section to learn more about the basics of professional writing. Stay tuned to Contract Jobs for more such valuable information and guides.
FAQs on Permission Letter Format
What is a permission letter?
A permission letter is an official letter written to request permission from the higher authorities. It is often written when an individual wants to conduct a new activity or wants to do something other than the regular routine activities.
What is the purpose of writing a permission letter?
The purpose of writing a permission letter is to formally ask the authorities for approval or permission. It also helps in maintaining the documentation.
What is a copyright permission request letter?
A copyright permission letter is a formal letter written by one company to another seeking permission for the copyright of a specific product or material. The letter should be inclusive of the sender’s and receiver’s addresses. Mention the detail of the product your company wants to reuse and state the reasons for reusing it.
How do I write a permission letter?
You should follow the format mentioned above while drafting the permission letter. Start with the sender’s address, date, subject, and salutation, and write about 2-3 paragraphs describing the reasons.
How do you ask for permission politely in a letter?
You should consider using professional language in your letter. When stating the reason, be clear and concise. Do not miss out on details. You may even consider following up with the supervisor on a personal level and request them for permission or a grant.
Is there any difference between writing a permission letter to the school principal or writing a permission letter to the office authorities?
Permission letters are necessary for schools and business records. The format for writing the permission letter remains the same. There might be slight differences in the way you approach the letter. When writing for school, you will have to incorporate your parent’s or guardian’s contact details. Both letters are intended to ask for consent from the requisite authorities. Therefore, you should use professional language and keep a check on the tonality that you use in the letter.
