Permission letters are a formal way of informing our superiors or any other concerned party of our plans if they will affect them. These plans may include going on a vacation, attending a funeral, visiting your family, or any other activity. Since we wouldn’t like to inconvenience other people, we inform them early enough though permission letters.
There are several rules that one must observe when drafting a permission letter, but once you grasp the idea, it becomes much easy. Here’s how to write a permission letter.
How to Write a Permission Letter
Permission letters are widely used as both formal business documents and informal family letters. When drafting your permission letter, you ask someone to grant you the authority to do something or make certain decisions on their behalf, or as a reply to a previous letter, you write this letter to accept their request and grant them the permission they need.
Here are the things you should add in your permission letter:
Get the address you need
Since the letter is formal, it can have both the addresses of the sender and the receiver. However, in some instances, the sender’s address is not compulsory since both parties are familiar with each other, i.e., working in the same company.
The recipient’s address should be the first to appear. The information in the address should also be organized appropriately. For example;
To (Receiver’s Name),
(Receiver’s Company Name),
(Town/City, Country/Zip Code).
One may include other relevant information or choose to omit some if necessary. Before sending the letter, however, you must ensure that all the addresses are accurate and well-formatted.
The key ingredient of a permission letter is to get someone to permit you, and it is better if it comes from the right person; otherwise, it can create a huge mess, so make sure to address the letter to the proper person with their full name and department address.
State the purpose of the letter
Once you’ve obtained the addresses, make sure to make clear your reason for writing the letter. This should be a brief title, right below the salutation. Offices usually receive thousands of letters daily, so you better put the subject of your letter in the very beginning to clear the main purpose of writing the letter, or someone may think of it as spam. The title should be written in capital letters, and to make it more attractive, you can make it bold and underline it. It should not be lengthy; 3-8 words should suffice.
Stay on the subject
After writing the title, you now explain your situation, the specific details of the permission you are seeking or giving the applicant, the circumstances that have engineered this step, how long you are asking to be excused, and politely request permission.
Provide enough details to ensure your request is valid and refrain from providing too much or personal information. The body of your letter should be brief and to the point.
Once you have laid down all the information you require, you can now start working on putting it all together.
Format of a Permission Letter
- Address: The very first thing to include in a permission letter is the address. If you are looking to include both the sender and the address of the receiver, make sure to start with the receiver’s address and include your address inside.
- Salutation: provide the appropriate salutation depending on whom you are addressing the letter to.
- Title: The title of the letter should be centered, brief and direct to the point
- Body: The body of the letter should be a maximum of 4 paragraphs. All should be well-formatted, with no grammatical or spelling mistakes for easy readability.
- Sign out: when signing out, make sure to mention the name and signature for authentication. You can also provide your contact information if necessary.
Permission Letter Samples
Below are samples you can use to help you write the perfect permission letter. You can choose to use the letters as they are and add the details to fit your specific needs or use them as a guide to help you format your letter.
Sample: Permission letter for leave (from your employer)
To: David Stewart
Head of Human Resources,
18th September 2020.
RE: PERMISSION FOR LEAVE
I am writing permission for leave letter to request for a leave. My last leave was one year ago, and I feel it is only fair that I request for one at this time. Leave at this moment is convenient for me since I would like to spend the Thanksgiving holiday with my family back home.
I am humbly requesting 30 days’ leave to have enough time to enjoy the company of my family. During the leave, I will be traveling a lot to reconnect with my extended family who is scattered in various cities in the country; therefore, 30 days will give me ample time to accomplish all this.
Throughout the year, I have been a dedicated employee, and this leave will accord me time to resuscitate and get ready for the next working year. I would highly appreciate it if you allow me to go on leave on 5th December 2020. I will be back in the office on 5th January 2021.
Sample: Permission letter to travel from your employer
To: Irene Jennings,
Tinsels Group company,
From: Anita Becker,
Tinsels Group company,
19th September 2020.
SUBJECT: REQUEST FOR PERMISSION TO TRAVEL
I’m writing this letter to ask for permission to travel to Kenya over the weekend to visit my mother. I would like to visit my mother because she has been ailing for a week now, and she is currently undergoing treatment at the hospital. I want to be there for her before she is discharged so that I could help out as she moves back to the house.
Our whole family is expected to be there for her. The trip will take a total of eight days. I am humbly requesting permission to travel on 22nd September 2020, and I hope to be back by 30th September 2020. I will be all set for work the next day.
I have made arrangements with my assistant, Kennedy Johnson, who will stand in for me while I’m away. I believe he has all it takes to keep the department well and running for those days. I have everything ready, and I am only waiting for your permission to set things in motion.
Sample: Permission letter for event
To: Angela Tiseetso,
Principal, Hill School High.
From: Jayden Smith,
Humanities and social science teacher,
Hill School High.
16th September 2020
REF: PERMISSION TO HOST A SOCIAL SCIENCE EVENT
I am requesting permission to host a humanities and social science symposium event at the school’s social hall on 21st September 2020. I have already informed my students to have their topics and projects ready, and they are very excited. I would like to know if it is possible for me to book the hall for use on that day.
If possible, I would appreciate it if we are given the venue two days before. This will allow us enough time to decorate the room and arrange the seats and provide ample time for the students to rehearse their projects. The social science event is set to start at 11:00 am.
As per my schedule, the event will end at 4:00 pm to provide ample time for the designated team to clean the social hall and leave it ready for use by other classes. Thank you for your time.
Mr. Jayden Smith.
Sample: Permission letter for trip
To: Prof. Alice,
Dean of Students,
24th September 2020
RE: PERMISSION TO SKIP LECTURES TO ATTEND A TRIP
I am enrolled at your institution to study a Master’s in organizational development. In four weeks, we shall have a lecture session in Psychology and Human Behavior. Our Organizational Talent Management and Wellness class shall hold an academic trip at the international airport.
This will, therefore, disrupt my attendance of the Psychology and Human Behavior lecture session. It is on this basis that I write this letter to request you to excuse my absence from the lectures. I just had to forfeit it because it only happens once per academic year, and I can’t afford to miss it. On the other hand, Organizational Talent Management and wellness class is held every week; therefore, I can easily catch up with the rest of the students later.
Please let me know if it is okay for me to skip the class and attend the academic trip. Kindly inform me if there are any other issues that I may need to get right before embarking on this trip well in advance. Finally, please draft me a formal letter authorizing me to go ahead with the plan. This will enable me to be on the safer side with the School Administration. If you need to have me appear before you in person to express myself, kindly let me know.
Many thanks for considering my request.
Sample: Permission letter to the principal for a school trip
To: Stephen Harvey,
Achievers High School,
22nd September 2020.
SUBJECT: REQUEST TO ARRANGE FOR A ONE DAY SCHOOL TRIP
I am a student at your school in Seniors Class. I would like to request you to arrange a one-day trip for our class to the National Museum on 2nd October 2020.
The trip will be educational and will allow us to gain a better understanding of the things we have studied theoretically in class. The trip will also give the students and the teachers a chance for recreation. I will be grateful to you.
Sample: Permission letter to go home (from your employer)
To: Joseph Stanley,
Brinks International Ltd.
Brinks International Ltd.
21st September 2020
Respected Mr. Stanley,
REF: PERMISSION LETTER TO GO HOME
I am an employee in your company in the capacity of an IT specialist. According to the employment contract I signed before taking up this job, I have to leave the office no earlier than 5:00 pm.
I have always adhered to this policy, but today, I feel unwell, which has necessitated that I see my doctor at 11:00 am. This is a couple of hours from the stipulated timeline.
In light of this, I am writing to urge you to allow me to leave the office earlier than the usual time. Alternatively, you may alter my shift to the weekend so that I can compensate for the time.
Please let me know about your stand on this issue immediately. I have to notify my doctor beforehand to be able to arrive at a mutually agreeable solution.
For any urgent clarifications, kindly reach me on my office extension. I would really be grateful to you for this offer.
Sample: Permission letter to travel
From: David Kol
20th September 2020.
To: Kimberly Jonson,
7632 Greenvale Avenue,
REF: PERMISSION TO TRAVEL
Dear Miss. Kimberly,
I, David Kol- biological father of Kylie Jonson, having parental control over her, I’m writing this letter on her behalf to inform you that she has my consent to travel from New Jersey to Texas. She will travel on 30th September 2020 as part of the school’s academic trip, and she will be accompanied by her instructor, Mr. Steven, along with her classmates.
It is not the first tour Kylie is undertaking; therefore, I can guarantee you she will be on her best behavior and uphold discipline during the entire journey.
Below is my warranted signature confirming my unvarying approval. Additionally, I have attached my contact details herein, in case of any inquiries on the matter. Kindly feel free to contact me anytime. In case I am not reachable, I have provided alternative contact details for my spouse.
Attached herein is my daughter’s accurate personal documents, like her birth certificate, passports, and medical certificates, to avoid any confusion and possible complications.
Her medical kit instructions clearly indicate her blood type, medical records, and insurance cover. In case of any medical or any other emergencies, please contact me via the contact details provided or use the alternative number provided. You also have my approval to use the insurance cover provided if she feels unwell during the tour.
Please consider and accept this letter as proof of my approval for Kylie Jonson to travel. Thank you.
Permission Letter Template
555 E. McIntire Dr.
Collinswood, KY 12345
Ms. Clarice Watkins Stanislav Publishing
123 Euclid Ave.
Compton, NY 56789
Re: Copyright Usage
Dear Ms. Watkins,
I am requesting permission to use the following text to be used in my September 2018 publication, “Climate Change”.
Title: Climate Change and Our Future, 4th edition
Copyright, Kyser Publishing, 2014
Author: Clement T. Bean
Material to be used: Chapters 1 to 5, pages 1 to 80
I’ve enclosed a SASE for your reply. Your work has inspired me greatly, so it will be an honor to use your text in my publication.
Tips for Drafting an Effective Permission Letter:
- Keep the letter free of grammatical errors and avoid any mistakes
- Make sure that the language you use in the letter is formal and straight to the point.
- Ensure that the information you provide, e.g., address and contacts are precise and accurate
- In your letter, make sure you address the person to whom the letter is addressed to
- Address your reasons for writing the letter and avoid missing out on the most important points