Permission Letter for Equipment: How to Write (Best Samples)

If you want to get the consent of your employer before using any equipment in your working area, you will have to write a permission letter to use particular equipment.

It is important to explain why you need a particular piece of equipment by writing a permission letter and helping your employer understand the purpose of that equipment. If you fail to explain the reason effectively, you may not be granted permission to use it.

This permission letter can be written to use any type of equipment that may or may not be available in the office. You should know to whom the letter should be addressed. Details of the task which needs to be done with the help of that specific equipment should also be explained in detail.

Downloadable Templates

The templates for writing the permission letter to use the equipment are available in different customized designs, and you can download them for free. These templates will help you create the permission letter according to the formal standards so that the process of getting the employer’s consent can become easy. Moreover, it will also save your time by increasing your chances of approval within the specified time.

Letter for Permission to Use Equipment

Letter for Permission to Use Equipment Email Example

    Steps to Write a Permission Letter

    A proper format should be followed for writing the permission letter to use the equipment as it is a formal document and will be kept in the official record as well.

    Therefore, follow the guidelines given below for writing a permission letter for using any equipment:

    Step 1: Address the letter

    First of all, write details of the person to whom the permission letter is being written for the use of equipment. These details will include:

    • Full name of the recipient
    • Designation in the office
    • Company name

    The residential address will only be mentioned if you will send the permission letter via mail; otherwise, it is not required if you will be giving it personally in the office.

    Step 2: Write salutation

    It is appropriate to start writing the permission letter by using salutation remarks and asking the recipient about their well-being. As it is a formal document, adding the salutation remarks, in the beginning, will be appropriate.

    Step 3: Add a subject line

    The reason for writing the permission letter should be clearly written as a subject line, and it should be separate from the rest of the letter. The subject lines should clearly indicate the purpose, such as

    “Permission letter to use the equipment.”

    The font size should also be large for this section, and the alphabet should also be bold so that the reader can immediately know the purpose of your letter from the very start.

    Step 4: State the purpose

    After mentioning the main reason for writing the permission letter in the subject line, next you will have to clearly state the purpose for which you need the equipment. This information should be provided in the introductory lines of the letter so that the reader can quickly identify the reason for which the letter is being written by you.

    Step 5: Describe the equipment in detail

    The reason for which the equipment will be used should be clearly stated, and the details of the type of equipment required should also be mentioned. It will help the employer clearly understand why this equipment is required for accomplishing a particular task.

    Step 6: List all the benefits of the equipment

    It is also important to mention the benefits that can be gained by using the particular equipment to fulfill a task’s requirements. Mentioning that the outcomes obtained will be beneficial for the company will increase the chances that your permission letter will get approved to use that equipment. The benefits can also be mentioned in quantitative terms by explaining them through facts and figures.

    Step 7: Identify the impact

    It would be best to remain realistic about the use of the equipment and mention all the possible impacts in your permission letter that the operationalization of particular equipment might cause. Describing the impact in the letter will help your employer better understand the need to use that equipment, and he will eventually give you the permission.

    Step 8: Give details of the cost

    If the equipment you require is not available in the office and the company will have to buy a new one for you to use, then the monetary cost should be mentioned in the permission letter if you know it exactly. Otherwise, you can give a rough estimate of the equipment’s cost.

    The transportation cost should also be included, which will be spent on delivering the equipment to the office. Then the approximate total amount you can use for buying the equipment should be mentioned in the permission letter.

    Step 9: Specify the duration of usage

    The permission letter should mention the exact date on which you need to use the equipment. Along with the date, the time duration for which it will be used is also required to be stated. It will help the employer get an idea of how much time is required to make all the arrangements.

    Step 10: Sign off

    You will provide your personal details at the end of the permission letter to use the equipment. This information will include your full name, your designation in the office, and your signature. The residential address and contact number will be only mentioned if you send the permission letter through the mail; otherwise, there is no need to write it.

    Sample Letters

    In order to practically understand how a permission letter to use the equipment can be written, two samples have been provided below:

    Sample 01


    Mr. George Harry

    Head of Logistics

    22 February, 2018

    Subject: Permission letter to use the Scanning Machine

    Respected Sir,

    I am writing this permission letter to seek your consent for using the scanning machine available in the office. The purpose of using the scanning machine is to get the scanned copies of all the documents required for getting our new order from the vendor. As the vendor is from far off location, the scanned copy of all documents will be needed to send through email so that our order can be confirmed.

    It is important to scan the documents, and for that purpose, a scanning machine will be used because only then will it be possible to send the scanned documents to our vendor within time. It will result in timely approval of the products and their delivery. The documents are required to be scanned on 28 February, 2018 from 10:00 A.M to 2:00P P.M.

    You can ask me for further discussion about other details.

    Yours sincerely,

    Mr. Smith.

    Production manager


    Sample 02


    Ms. Isabella

    Production manager

    10 March, 2017

    Subject: Permission letter to use the Projector.

    Respected Ma’am,

    Hope you are doing well. This permission letter is being written to have your consent regarding the use of a projector. There is no projector available in the office at this time and it is required to be used for presenting the project report in front of the senior office members and to get it approved.

    It is important to get the project report approved within the time so that we can move towards the production of products with their consent. The projector will have to be bought now so that the report can be presented well before time. The estimated cost of the projector will be somewhere in between $40-$50.

    The projector will be required on 15 March, 2022 from 9:00 A.M to 12:00 P.M. Therefore, it will have to be bought before this day of deadline so that all the things can be managed in a proper way. I will make sure that the equipment is not damaged in any way. Kindly check if the equipment can be arranged on the specified day and in the allocated time.

    You can ask me if you have any other questions related to the use of the equipment, and we can also arrange a meeting to discuss things further.

    With best regards,

    Ms. Sophia

    Head of Production Team


    Template 01

    Your Name
    Your Address
    Your City, State Zip Code
    Your Phone Number
    Your Email


    City, State Zip Code

    Respected Mr. /Ms. Last Name:

    Re: Letter for Permission to Use Equipment

    I manage a ______________ (nature of firm like construction, farming, and fishing e.t.c.) firm. I have been undertaking the task of ________________ (fishing, farming, construction, and so on) for the last __________ (duration of time) and is supposed to have completed the task by __________ (mm/dd/yyyy).

    However, it is not a given that I shall complete the task within the stipulated schedule. For this reason, I have to seek reinforcement in the form of an extra piece of _______________ (equipment).

    I hence humbly implore you to release your _____________ (precise nature of the equipment you desire) for my use. Also, accompany the equipment with the necessary quote for its rentals.

    I will truly be appreciative of that.


    Signature (hard copy letter)

    FirstName LastName

    Sample email

    Subject: Your Name – Letter for Permission to Use Equipment

    Dear Mr. /Ms. Last Name:

    I have been contracted to handle ____________ (nature of the task) at _______________ (place) from____________ (mm/dd/yyyy) to ____________________ (mm/dd/yyyy).

    From the look of things, I might not beat the deadline. As per the contract I signed initially, I risk being penalized in case I do not meet the deadline. I desperately want to prevent this from happening.

    That is why I now ask you to lend me your ____________ (exact equipment) for added use and reinforcement. Due to the time constraint, it might not be possible for us to agree on a specific rate.

    For this reason, I ask you to give it to me. We shall iron out those issues later on.


    Your name

    Best Practices

    Despite making sure that all the essential information is mentioned, some other important aspects should also be considered for writing the permission letter to use the equipment.

    These include the following:

    Use a polite tone

    The permission letter to use equipment is a formal document and will be used in the official records, so you should make sure that the language and tone used for writing it should be polite. If you have informal relations with the employer, you should avoid using informal words in the permission letter. It will help show your professional attitude to your employer.

    Be clear

    All the information mentioned in the permission letter to use the equipment should be written in the form of separate paragraphs. Each paragraph should be 3-4 lines long to help the employer understand the provided information easily and quickly. In addition, your perspective should be clearly explained through the wording being used in the permission letter.

    Avoid missing important details

    To make sure that your permission letter will get approved in time and you will be able to use the equipment according to your requirements, it is important to see that all the following important details are mentioned in the permission letter:

    • Name of the equipment
    • Purpose of using the equipment
    • The date on which you need the equipment
    • Cost of the equipment

    All these details should be carefully and thoroughly stated in the permission letter.


    Reread the whole document when you have written down all the important details required to be given in the form of a permission letter to use specific equipment. It will allow you to remove all the grammatical mistakes by which the sentence structure will automatically get improved. It will also help you add any other detail you may have missed.

    Final Thoughts

    The permission letter to use equipment is equally important for you and your employer. It is a formal document, so a simple format should be followed while writing it, which will indicate your professional manner in this regard.

    When all the details regarding the use of the equipment are provided in the permission letter, it will become easier for the employer to understand its significance. Writing this letter will also allow you and your employer to discuss everything in detail, if required.

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