A permission letter is a way of formal communication with the higher authorities to inform and get permission regarding some upcoming plans which might be their area of concern. Permission might be sought for many things such as vacation and leave to attend a family ceremony. A reason to write a permission letter is to avoid causing inconvenient situations for someone. Permission letters can be both formal or informal. How to write a permission letter with examples? Let us know about that in this article.
There are some rules that are rare to be kept in mind while drafting a permission letter. The address of the sender and receiver can be mentioned. It is important that the receiver’s address is written in an organized manner. A permission letter should be brief and it should be a polite request to grant the permit.
This article discusses how a permission letter should be drafted and also gives some examples for easy reference.
Key Essentials to Draft a Permission Letter:
- Recipient’s Address: If the permission letter is formal, the format says that you need to mention both sender’s and receiver’s addresses. However, in some cases, the sender’s address might not be required. It is crucial that the letter should be addressed to the appropriate authority. Get the address right before you start writing a permission letter.
- Purpose of the Letter: Decide on the purpose of writing the letter. After addressing the letter, you can clearly write the purpose of the letter and underline it. This purpose should be stated in capital letters. It highlights the relevance of the letter and communicates the authority that the letter requires attention.
- Stick to the Subject: Do not beat around the bush. State what is relevant and keep the letter brief. Too much personal information is not required while writing a permission letter. However, do make sure you provide enough reasoning for the permission that you are seeking.
Format of Permission Letter:
A letter always has a certain format. You might be allowed to play with the format in the case of informal letters but you have to stick to the format with formal letters. The format of a permission letter includes:
- An Address: A formal letter always starts with an address. Make sure you mention the address of both the receiver and the sender. You can start with the receiver’s address and the sender’s address (your address) can be mentioned inside.
- Salutation: A letter always needs to have a salutation. Keeping in mind the person you are dealing with decide an appropriate salutation. In a formal letter, the greetings are written in a respectful manner.
- Subject/Title: The subject of a letter should consist of few words. It should be written in capital letters and can be underlined. A subject indicates the purpose of the letter.
- Body: The body of a permission letter speaks about the permission that is being sought. It gives reasons for seeking such permission. The body should be at least two paragraphs and at most four paragraphs. Draft the body in a convincing manner.
- Closure: While signing out, you are expected to write your name and designation. Contact details can also be provided while closing the letter.
Tips for Drafting:
- Avoid Errors: You would not want to create a negative impression while seeking permission. Stay away from any sort of grammatical or spelling mistakes.
- Formal: The language you should use while drafting a permission letter should be formal. Do not drift away from the subject and keep the body of the letter brief.
- Correct Information: Always be sure that the address, the contact details, and all the information of importance provided in the letter are correctly stated.
- Reasoning: Always provide proper reasoning for seeking a permit. To not miss out on the important points, note that those are highly relevant.
Draft 1: Seeking Leave Permission
An employee has to receive official confirmation of leave from the appropriate authority to take a few days off. Thus, a permission letter can be drafted by the employee stating the reason why leave is required.
To: [Authority’s Name]
[Designation of the Authority]
[Date]
Sub: PERMISSION FOR LEAVE
Dear Sir,
I am [Your Name] working as [designation] in [department name]. I am addressing this letter to request you for leave. My sister is getting married next month and the wedding won’t be in town. I would be grateful if you grant me 12 days’ leave from the date [From and To].
I will carefully complete all the work I am required to do before going on leave so that my absence does not cause any convenience for my colleagues. I have worked sincerely throughout this year to earn this leave; hence I expect a positive response from you.
Thank You
Sincerely
[Your Name]
[Designation]
[Contact Information]
Draft 2: Permission Letter to Organize an Event
In school as well as colleges many events are conducted for different purposes. It might be a sports event or an annual day. For organizing such events, the person responsible much takes permission from the principal. The permission has to be taken before starting the preparations.
[Date]
To
The Principal
[Name of the School]
Dear Sir/Ma’am
Sub: PERMISSION TO ORGANIZE A SCIENCE EXHIBITION
I request you to grant the science department permission to organize a science exhibition in the activity hall on [Insert date]. The students have already started working on their projects which will be kept on display and all the science teachers are guiding them.
I would also request you to allow us to use the hall one day prior to the exhibition date. It will give us time to make the necessary arrangements and organize the projects. We expect the exhibition to start at 10:00 AM on the given date. The closing ceremony will be held at 4:00 PM.
Thank You
Yours faithfully
[Your Name]
Teacher, Science Department
[Name of the School]
Draft 3: Permission Letter to Attend an Event
To: [Name of Professor]
[Name of University]
[Place]
[Date]
Dear Sir/Ma’am
Sub: PERMISSION TO ATTEND EVENT
I am [Your name] pursuing [course name] in your institute. I am glad to inform you that I have been selected to attend [subject name] lectures in [Insert the name of the university you want to attend lectures in]
It is a huge opportunity for me as the three-day event features many eminent speakers. Attending the event would disrupt my attendance for three days starting from [mention dates]. I request you to excuse my attendance for the given dates. I assure you, I will catch up with my batch mates with the course taught in my absence.
I would be grateful to you for letting me know if I can skip classes and travel to [insert city] to attend this event. I would also request you to draft me a formal letter, permitting me to attend the event as it is required to be submitted.
Thanking You
Sincerely
[Your Name]
[Student]
[Contact Information]
Draft 4: Permission to Organize a Study Tour
Sometimes, your teacher might ask you to draft a letter to the principal representing your class to seek permission for some curriculum requirement.
To
The Principal
[Name of School]
[Place]
[Date]
Sub: REQUESTING TO ARRANGE FOR A STUDY TOUR
Dear Sir
I am [Your name], a student of [Grade]. I would request you to arrange for a study to the new historical museum on the coming Tuesday that is [Insert Date]
Our curriculum includes History and we have been studying the coins. It came to our notice that the new museum has put the ancient coins on display. Visiting the museum would be a great experience for us to learn all about the archaeological artifacts. The trip will also give us an opportunity for some recreation.
Thanking You
Sincerely
[Your Name]
[Grade]
[Mail ID]
Draft 5: Permission Letter from Parent to Principal for Leave
When the child is a minor, a permission letter is usually drafted by her parents or her guardian to seek leave.
From
[Your Name]
[Address]
[Contact Information]
[Date]
To
The Principal
[Name of School]
[Place]
Sub: PERMISSION FOR MY WARD TO TAKE LEAVE
Dear Sir
I would want to inform you that [Insert child’s name], my child is studying in [Insert grade] in your school. Our family has to leave for [Insert place] to attend a family function. We will be out of town for a week.
Thus, I request you to grant my daughter leave from [Insert dates]. We would like you to understand our situation as there will be no one at our place to take care of her.
I assure you that I will make sure that she will catch up with the syllabus taught in her absence and also, complete all her assignments before we leave.
Thanking You
Yours sincerely
[Insert Name]
[Signature]
There are many other situations for which a permission letter is submitted before deciding on something. A permission letter can be drafted by a student, a teacher, or even an employee.
Drafting a permission letter in the right sense is crucial for your request to be taken into consideration. Make sure the body of your letter does not exceed 7-8 lines and, thus appreciate the time given by the authority. Be straightforward and honest while stating your reasons. Do not add irrelevant information in the address section and make sure it is well-formatted.
Frequently Asked Questions:
- How to give permission?
Make sure you address the right person to whom permission shall be granted. Acknowledge the purpose for which the permission was sought. Clearly state that you give your permission for the same. You need to sign the letter and mention the date while signing off.
- How can I write a travel permission letter?
Keep the letter formal. You will be required to state the reason why you would want to travel. Make sure the reason you provide is strong enough to get you the approval. Always mention the details of your stay and the dates you might be unavailable for. Proofread your letter to avoid any grammatical or spelling mistakes.
- How can I ask permission for a meeting to be conducted?
You can draft an email to seek permission. Start the mail by introducing yourself. The body of the mail should include the reason why the meeting has to be held. Be thorough with your research which is of relevance to the meeting. Always be flexible regarding the dates on which the meeting can be held.
- What is the format of a formal letter?
The letter should start with your name, address, and contact information. Mention the date and then the name and address of the recipient. You must add a subject. There should be a salutation. The body of the letter can be drafted next and then, the author of the letter has to sign off.
