PERMISSION REQUEST LETTERS: A letter written to ask for legal authorization to do or to get permission from people to do something,
Introduction to Permission Request Letters
- A permission request letter is a letter written to ask for legal authorization to do something or, like the name already suggests, people write permission request letters to get permission from people to do something, e.g., the principal of a secondary school, before missing the upcoming teacher’s summit. When permission request letters are written, the writer expects feedback from who they are writing to, as this is the whole idea of asking for permission.
- A permission request letter is a formal letter written to a person in authority to ask for their permission before carrying out an action or going further to make plans for an event or acting on a plan. The reason for writing may be to ask for permission to attend a family event and miss work for a few days, make use of a copyrighted document, ask for a recommendation for a promotion at work, or event request a publisher’s permission to make copies of their work, etc.
- It provides information to the recipient about the action about to be taken and why this action is important to the writer, who then allows the receiver of the letter to give permission or give terms under which the action is granted a request form will be done.
Method/Format of Writing A Permission Letter
Every letter, whether it is official or unofficial, has to be written following a format. Sometimes, people write letters without following a format, but this can only be done when writing an unofficial letter. Permission letters are official letters. It is therefore expected that when writing a permission letter, the formal letter writing format is followed.
The format for permission letter writing includes:
- Address: Since this is a formal letter, the address of the writer and recipient must appear. The writer’s address on the top right corner of the page comes first and is followed immediately by the address of the receiver on the right-hand side of the page beneath the writer’s address. This is so that that the recipient knows where the reply to the letter may be delivered to. Ensure that both the reader’s and writer’s addresses are correct before sending or submitting the letter.
Note that this may not be the case every time, sometimes, both parties are familiar with each other so the senders address may not be added in this case.
- Salutation: The salutation comes next immediately after the receiver’s address. The salutation addresses the receiver according to their gender (i.e., if the receiver is a man, the writer will address him with “Dear Sir,” and if it is a female recipient, the address will be “Dear Ma.” In the case that the writer doesn’t know the gender of the receiver, then the writer should refer to the recipient of the letter with either “Dear [job title]” or “To whom it may concern” or “Dear Sir/Madam.”
- Title/Subject: The title/subject states to the reader/recipient the main reason for writing the letter. The subject line should have a minimum of 6-7 words that will convey the writer’s intention for writing at first glance, but it should not be too long. For example, a mother addressing a school principal can have a permission letter title “Permission for My Son to Miss School.” The title of the permission letter is always short, centered, and straight to the point.
- Body: The body of the letter is the most important part of the letter. Let’s make use of the earlier stated example; here, the child’s mother is going to be telling the principal about the event, the name of the child, and why the child must attend the occasion. This should not be more than 2-4 paragraphs. Remember to stay focussed on the main reason for writing the letter.
Sign-out/Complimentary Close: The close of the letter will include the writer’s name, signature, and contact details if deemed necessary by the sender.
TIPS TO WRITING A PERMISSION LETTER
- Be precise about your reason for writing.
- Include details about the subject matter.
- Address the proper authority with your request.
- Provide contact information for reference.
- Keep the content and language of the letter formal.
- Keep it brief and direct to the point.
Below are samples of permission request letter:
SAMPLE 1
From
[Name and Address of the Sender]
To
[Name of the Receiver]
[Designation/Position of Receiver]
[Address]
Subject: e.g., Permission for My Son to Miss School
Salutation [e.g., Dear Madam, Dear Sir, to whom it may concern]
Body [The main reason for writing is explained to the reader in this part]
Thank you,
[Yours Sincerely],
[Signature]
[Senders Name]
[Designation/Position]
SAMPLE 2
From
[Name and Address of the Sender]
To
[Name of the Receiver]
[Designation/Position of Receiver]
[Address]
Subject: Permission for My Son to Miss School
Dear Madam,
I (name of sender), the parent of (name of the son), am writing to you (name of receiver) to request permission from you for (name of a son) to miss school for a period of 5 days. The reason is that (name of the son) is attending a family event with the rest of his siblings from Monday 18th to Friday 22nd January. The ward very much anticipates the event as it is his brother’s wedding, and he is performing the groom’s best man’s duty. He will be resuming back to school on Saturday, 23rd January.
I hope to receive a response from you soon.
Thank you,
Yours Sincerely,
[Signature]
[Sender’s Name]
[Designation/Position]
SAMPLE 3
From
Olugbenle Aderogun
To
Mr. Olusegun Owolabi,
Managing Director,
Merit Courier Services,
1, David Okeola Close,
Owode Egba,
Ogun State.
Subject: Permission to Take Leave from Work
I, Olugbenle Aderogun, am asking for permission to take leave from work for medical reasons. I was recently diagnosed with a new strain of Corona Virus after arriving from the company’s board meeting in Lagos and having been asked by doctors to remain in isolation indefinitely under the supervision of a doctor’s team at a separate isolation camp in Lagos. I will be resuming back to after being tested and declared negative by the doctors’ team.
Accompanying this letter is a copy of my test result and doctors report.
I hope to receive a response from you soon.
Thank you.
Yours Sincerely,
Olugbenle Aderogun,
Store Keeper.
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