21+ Sample Permission Letters | How to Ask (Guide & Tips)

A Permission Letter is a letter used to grant or offer particular legal authorization to the letter’s recipient.

The sender of the permission letter usually gives the recipient some form of authority, which permits them to do something.

Permission letters are used for different purposes such as a parent may use it to grant permission to the school for their child to travel, a parent may also use this letter to permit their child to undergo medical treatment at school, or an individual may grant someone the ability to use their copyrighted work.

Whatever the case, it is essential to know how to write a permission letter to ensure that the recipient has the power to proceed with specific action without any legal consequences.

A permission letter template is a format that aims to write a letter to seek permission for some reason or event that you may want to attend. It’s a formal form to ask for permission from a higher authority. A permission letter template makes things much simpler and clear as it’s a recognized and straightforward format for asking for permission. Ideally, writing an authorization letter template should use clear, precise, and formal language.

Sometimes, it’s usually necessary to have an official paper trail, and that’s why it’s always good to be in a position to write an effective permission letter template. Whenever one needs some time off, either in school, the workplace, or from the parents, a well-crafted and professionally written letter can easily secure the authorization needed.

It’s good to note that a permission letter template is only designed to grant the permission needed, and hence, it should be direct to the point, detailed, and only share the required information.

Permission Letter to Travel Alone

Permission Letter to Travel Alone 02

Sample Parent Permission Letter

Guardian Permission Letter Template

Copyright Permission Letter Sample

Permission Letter for Medical Treatment

Using the steps listed below, you can learn how to write a permission letter. You must observe the steps in each phase accordingly and systematically to develop a proper and effective permission letter based on your situation.

Your Address: The first item you should include in your permission letter is your address. Your address should include your street name, city and state, and zip code.

Date: The next thing you should include in your permission letter is the date. When writing the date, make sure to include the month, day, and year.

Receiver’s address: The third item you need to include in your permission letter is the receiver’s address. The receiver’s address should include their complete mailing address, i.e., their street name, city, state, and zip code, to easily identify where to send the letter to and avoid confusion.

Subject: After writing the receiver’s address, the next item you need to include in your permission letter is the subject. The subject line should be clear and direct to the point so that the receiver can understand what the letter is all about in just a single look.

Salutation: The fifth thing you need to include in your permission letter is the salutation. A salutation will start with “To” or “Dear” and be followed by the receiver’s name. Make sure to include a salutation that shows respect and adds more warmth to your letter.

Body: In this section, start by writing a few lines about what you are granting permission for, and then mention why. After you have included your reason, state the date when it will be granted and must be completed by.

Complimentary Closing: After you have written about the reasons why you need to grant permission, close your letter with a complimentary closing. Your complimentary closing should end with a greeting such as “Sincerely,” “Yours sincerely,” or “Sincerely yours.”

Signature and date: After the complimentary closing, include your signature and the date when you have granted permission. Signing your letter is very important as it shows you acknowledge the letter’s contents and that you have agreed to grant the permission.

Granting permission for your child

If you or legal guardian wants to grant permission to their child, they can use the following steps to write the best permission letter. In this case, you are granting permission as a parent or legal guardian for your child to travel. This may include a school trip, a vacation, visiting the family, or even traveling to attend a funeral.

Choose a format

Since this is a formal letter, the best format to use is typing the letter. However, the letter can also be handwritten for informal settings, or instead of a letter, a short note is used for cases where permission is needed once.

Start with the subject

The subject line should be short and precise. It enables the reader to know immediately what the letter is all about. The subject line should be typed in bold font for easier reading. Depending on the individual, the subject line might be before or after the greetings.

For example,

“Letter for Granting Permission for Travelling.”

Address the letter

The next step is the salutation that should address the recipient. This can be done in two ways. First, for a letter that will be with the child and only shown to the recipient of the letter when asked, you should start with:

“To Whom It May Concern.”

For a letter meant for a particular person, you can start with

“Dear Mr. / Mrs. Full Name or Professional Title.”

State your purpose

The next part of the letter is to state the letter’s purpose, and this is done by presenting a direct statement at the beginning of the letter after the salutation. You should include your official name, child’s name, and the name of the person you are permitting permission.

If the child in question has another guardian or custodian, both parties should be involved in writing the letter.

Here is an example of a statement declaring the purpose of the letter,

“We, (parent’s full names), are the official custodians of (child’s full name). (They) has our permission to travel with (name of the person they are granting the permission to) to Hawaii for the summer.”

Detailed information of your child

You should also provide necessary and relevant details about your child. Again, this information is best written in a list form.

For example, information about the child may include the relationship between you and the child, their full and legal name as shown in their birth certificate, date of birth, and their current home address.

Add relevant information

You can then include any more information that is relevant and useful in the letter.

For example, in the case of permission for a child to travel, an example of relevant information may include the passport number and date of issue.

The exact scope of permission

You can choose to specify what exactly you are granting permission for. This all depends on the person you are granting permission to. For instance, you may not provide an exact scope of the permission for adults who are close family members and friends.

For situations where you have to provide the exact scope, here is an example,

“I allow (name of the person they are granting the permission to) to take my child to (list the places) during the travel from (state the dates) and supervise (him/her) during their stay.”

Authorization validity

You can also mention how long the person has the authority for, which means how long the permission granted is valid. You can also state that they can revoke the validity of the authority given in other ways, like revoking it in writing.

For example,

“The permission granted in this letter will start on (start date) and shall remain valid until (end-date).

Contact information

You should also provide your contact information to enable the recipient to reach out to you in case of any questions or more information.

For example, you can include your official name, phone number, and your home address.

Yours and witness’ signature

The final part is the signature from you and a witness. The document can also be notarized, which may serve as the witness’ signature. The witness should sign and print their name on the letter. Therefore, there should be two parts for signing: the parents and the witness.

For example:

Sincerely,
(Parent’s printed name)
(Parent’s signature)
(Witness’ printed name)
(Witness’ signature)

Granting copyright permission

To grant another individual permission to use your copyrighted material, here are the steps you should follow when writing the permission letter:

Make sure you hold the copyright

The first statement in the letter should address the fact that you hold the copyright. You should first confirm this fact before agreeing to write the letter to grant the recipient of the letter permission.

For instance, in the case of an author, you should confirm that you are the ones that hold the copyright and not the publishing company. If that is not the case, you should refer the recipient of the letter to the right place.

Business letter format

If you have confirmed that you hold the copyright, the first step is to format the letter using the business format. This is done by observing the following:

• Type the letter
• Including their name and address, date, and the recipient address and date at the beginning
• Opening appropriately, for example, “Dear Mr. / Mrs. Full Name.”
• Closing appropriately, for example, “Sincerely, (Printed name) (Signature).”

Specify the exact material used

The next part of the letter is to include specific information about the copyrighted material to be used. Finally, In the permission letter, you should grant permission to all the materials requested by the letter’s recipient if you have no objections to it.

It is also necessary for you to keep a copy of the permission letter and specify any materials that you have not granted permission for use.

For example,

“I, (name of the writer of the letter), as the copyright owner of (name the materials and describe them) grant permission to (name of the entity or person who requested the permission).

Mention the specific use of it

You should also include information about where the materials can be used. There should be no doubt in the letter in regards to the type of use allowed.

For example,

“The (name of the entity or person who requested the permission) can only use these copyrighted materials to (name the specific use).

Additional restriction (optional)

You or holder of the copyright can include additional restrictions on the use if they wish to. This is, however, optional and can be avoided in the letter. These additional restrictions are usually information about the specific use of the materials, the time frame of the validity of the permission, or even being mentioned if the materials are being used in a book.

For images or photographs, you may include restrictions on printed pictures’ color by limiting them to black or white.

For example,

“The (entity) has permission to reprint the (name the materials) for a period of (name the time frame).

Charge a fee (optional)

In case the holder of the copyright wants to charge the recipient of the letter, this information should be included in the letter. If you are attached to a publishing house, you can determine the standard fee for the material(s) in question.

You can select one of the decisions listed below for an author, artist, or sole holder of the copyright:

• Waive the fee if the materials are used for educational institutions, non-profit purposes, or minor uses. For this, write, “I waive my request for a fee in this case.”
• To support a profit group, you can choose to waive your fee but ask for payment if the undertaking is successful. For example, “In case you sell more than 100 copies of the book, then I should receive (state the amount) as payment for using my work.”
• You can charge the usual $25–100 for allowing the recipient of the letter to reproduce a short quote or a few lines from your work.
• You can charge the usual $100–200 to reproduce extensive excerpts from your work and your images, songs, or videos. This is based on the number of people who are bound to see the work.

Copyright permission letter sample

Samples and Examples

Below is a template of a standard permission letter:

Permission letter template to your boss for leave

Permission letter to principle from parents

Permission letter to principle for event

The template for such type of permission letter is below:

Permission letter template for travel

Permission letter template for data collection

This one is to ask for permission to refrain from your ordinary schedules for the sake of taking some time to collect relevant data. It is mainly addressed to the supervisor or management and contains the finer details of the project to be undertaken.

Permission letter template for admission

Filling and submitting application forms in and of itself may not be sufficient to guarantee acceptance. Sometimes you have to lobby behind the scenes to have your application accepted or viewed favorably. This is the role that the admissions template of the permission letter is intended to play.

Permission letter template for job interview

Just like the admissions case above, it may not always be enough to place an application for an employment vacancy. You will often have to follow up on your application with some back-end lobby or canvassing to boost your chances of being called for interviews. The job interview permission letter template serves that purpose.

Permission letter for another/part-time job

In these tough economic times, holding just one job may not be enough to meet all the financial obligations and needs. An extra side job may often be necessary. You have to seek formal permission from your employer to be able to take up such a job though. This is where a letter to that effect comes in.

Permission letter for second marriage

No one wants to divorce a spouse. Similarly, no one ever imagines a situation where his spouse passes on and leaves him widowed prematurely. The truth of the matter though is that these issues will usually arise. This is why you have to learn how to draft a permission letter to ask the relevant authorities to allow you to enter a second marriage.

Permission letter for late coming

Most institutions are highly disciplined in nature. They take great caution to see to it that the various stakeholders do not show up late for sessions or other forms of engagements. The sad reality though is that from time to time, these stakeholders will often show up late. You begin a potential latecomer, badly want to know how to draft a permission letter seeking to be allowed to do so.

Permission letter for trip

Trips are a vital part and parcel of our lives. They come in various shades and forms, and for various reasons. Given that you will from time to time have to attend one such trip, it is in your best interest to learn the procedures involved in seeking such permission. The permission letter template below shall give you the necessary guidance.

Permission letter for research

Conducting research has never been a meant feat. The task is ordinarily very involving indeed. It requires too much attention, input, and resources from the various parties involved. Only a formal request for permission may guarantee the provision of these vital co-operant factors. The template of the permission letter below gives the required guidance.

Permission letter for picnic

Just like trips, it is not uncommon to attend picnics every quite often. In most instances, these picnics may often coincide with the normal schedules in such a way as to interrupt them altogether. You, therefore, have to inform the relevant authorities way beforehand to prepare them for this eventuality. You have to draft a permission letter to this effect. The sample below provides a rough clue of how to go about the issue.

Permission letter template for internship

As part of your training or education, you need to invest part of your time at a relevant organization. The aim is to gain hands-on experience in the field of study. This requires you to draft a letter requesting permission to undertake your internship at the said company. The template of the permission letter we have drafted hereunder provides a rough guide to this effect.

As individuals write the letter, some tips should be observed to ensure that the permission letter is well-written, compelling, and complete.

Here are some of the tips to follow when writing a permission letter:

• The language of the letter should always remain formal. This can be achieved by having content that is straight to the point and concise.
• The letter’ writer should write it keenly and proofread the letter before sending it. This is to ensure there are no spelling and grammar mistakes in the letter.
• The letter should have accurate information, especially in regards to the contact details and address.
• The letter should also clearly address the recipient of the letter. This can be done by mentioning their name or title.
• A permission letter should always carry the intended message, which is the reason for the letter. The letter should not miss this vital information as it will fail to serve its purpose.

• A sender writes a permission letter to grant permission to the recipient to take a particular course of action.
• Such a letter is usually written formally and contains brief and straight-to-the-point without any mistakes.
• The letter’s writer should follow the steps mentioned earlier in the article to give the recipient of the letter proper authority to act with no fear of legal consequences in the future.
• The most common instance where a permission letter is used is when a parent, custodian, or legal guardian gives permission for their child to travel or gives another individual permission to use their copyrighted work.

About This Article

Authored by:

Geoffrey Scott

Executive Resume & Cover Letter Writing, CVs, Essays

Geoffrey Scott, a seasoned professional since 2004, is renowned for his expertise in resume writing, and has been guiding individuals as a Career Counselor since 2006. His unique insight into the hiring process stems from his background in HR Management. With close ties to recruiters and hiring managers, Geoffrey has unparalleled knowledge about what makes a candidate stand out. He specializes in mid-career to C-suite level profiles, ensuring each resume highlights leadership, tools, and results. Additionally, he offers extensive expertise in rewriting academic CVs.