A Permission Letter for an Event is a formal letter that is usually written by an individual or organization seeking permission to use property owned by the concerned authority as a venue for an event.
The permission letter contains information such as the sender’s details, the type of event that will be hosted on the property, the date and time of the event, why the writer is requesting permission to use the specific property, and what approval would be needed.
A permission letter for an event may be written by a business firm, sports club, school, or an association that wants to use property owned by another individual to host their event. The letter is usually written before any preparations, such as advertising, brochure printing, etc., are made.
The permission letter for an event aims at obtaining prior approval from the landowner/property owner, such that they are on record if the event will be hosted on their property. Seeking official permission before using a piece of property as a venue for your event is essential because it helps prevent any unnecessary legal claims such as trespassing lawsuits that may arise in the process.
This article provides a comprehensive guide on writing an effective permission letter to host an event, including formatting the letter and standard writing tips and best practices.
Downloadable Templates
Writing a permission letter to seek approval to host an event on someone’s property from scratch can be daunting. In addition, the entire process is a tedious and time-consuming one, and you may be unable to write it professionally, particularly if it is your first time. Instead of taking too much time and effort figuring out what to include in the letter and how to format it professionally, you can use free and downloadable pre-designed permission letter templates to make your work as simple and effective as possible. Such free permission letters for event templates are available here, and our readers can download, customize, save and print them with ease.
How to Format a Permission Letter
Generally, the format of a permission letter for an event may vary depending on the type of event and the type of property that you want to use. However, the letter’s tone should be polite; it should be addressed correctly, include all the relevant information, and be written in clear and concise language.
The following is a step-by-step guide on how to format your permission letter for an event appropriately:
Address
The permission letter for an event must have a heading that contains the writer’s name and address in the top-left corner of the document. After providing the writer/sender’s name and address details, date the permission letter following the month/date/year format, add the receiver’s details, including their first and last name, designation, organization name, street address, state, city, and zip code.
For example;
Michael Brown
Marketing Manager, XYZ Construction company
P.O. Box 72456, New York
January 6, 2022
Marylyn Angelou
Property owner
ABC premises
Applestreet 3rd Avenue road
72456 New York
Salutation
After providing the most accurate header information, begin your letter with a formal salutation addressed to the receiver of the letter using their correct name and designation/title. Including an appropriate salutation in your permission letter for an event is vital in establishing rapport with the letter’s receiver, and it sets the right tone for the rest of the letter.
For example:
Dear Ms. Marylyn Angelou,
Subject
The permission letter for an event must also include a clear subject line that is not more than six words long. The subject line should immediately communicate the exact purpose of the letter to the recipient, and it should be written in bold, underlined, and centered on the page.
For example:
Ref: Request to use ABC premises as Venue for a Marketing Campaign
Introduction
Below the subject line of the permission letter to host an event, write a brief introductory paragraph describing who you are, why you are writing the letter, and to whom it is addressed. While the introductory paragraph should be brief, it should also be precise enough for the recipient to grasp its full purpose immediately after reading it.
For example;
My name is Michael Brown, the marketing manager of XYZ construction company, a renowned construction firm based upon the strength of our quality workmanship and exceptional customer service. I am writing this permission letter for an event to seek your permission to use ABC property as a venue for our upcoming marketing event. XYZ company will host the event on January 23, 2022, from 9.000am to 4:00 pm.
Body
The body of a permission letter is where the primary purpose or objective is expressed. As the name suggests, the key purpose of writing a permission letter for an event is to obtain approval from the property owner/concerned authority in order to use their property as a venue for your upcoming event. The body should include all relevant information about the event and why your organization is seeking permission to host an event on the said property. This section ought to be persuasive enough to convince the property owner to allow you to host your event on their property.
The body of the permission letter to host an event on a given property can be written in two or three paragraphs depending on the need. The first body paragraph includes information about why you are writing the permission letter; the second body paragraph contains information on why permission is needed, and the third paragraph explains your intentions and final request.
For example;
As you know, hosting events at your property has enabled us to grow our business brand over the years, and this year, we hope to achieve even better awareness among our customers. We believe that your property is best suited to host this event due to the following reasons:
1. It has the capacity to accommodate the number of guests we anticipate
2. It is one of the most prominent locations in town. Therefore, it will help generate the number of potential customers we anticipate and help create awareness of our business brand, its products, and the services we offer.
3. The location offers sufficient room for our tables, chairs, decorations, and basic electricity needs such as lighting.
Kindly let me know whether we can host our event on your property on the above-stated date and time in advance such that we can prepare accordingly. Besides, furnish me with the exact dollar amount of money that you shall demand in exchange for using your property as the venue for my event via my email at xnxcc@email.com or via my official business number at +1256789087
Closing
The closing of the permission letter for an event should be brief and to the point. It should summarize all the reasons mentioned throughout the letter and include your contact information to make it easier for the recipient to provide relevant feedback. In addition, it should also include your signature, printed name, and your position/designation.
For example;
I’d really appreciate it if you find it convenient to grant my organization permission to use your property as a venue for this upcoming event that will be held on January 23, 2022, from 9:00 am to 4:00 pm. My organization will make every effort to ensure that we do not cause any damage to your property, its reputation, or clients. I am looking forward to a positive response from you soon.
Sample Letters
Following are a few professionally crafted samples of permission letters for you so that you can develop a better understanding of the sentence structure and tone of the letter:
Sample 01
Your Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email
Date
Name
Title
Organization
Address
City, State Zip Code
Dear Mr. /Ms. Lastname:
Subject: Application for Permission to Hold a Political Rally.
Our company, XYZ Incorporated, engages in the organization and facilitation of events. We want to draw your attention to the fact that our candidate, XXXX, hopes to hold a political rally in our community.
We hence ask you to please out to us your arena for use in holding the said event. The event in question shall run from 1:00 PM through to 5:00 PM on Sunday, December 18th, 2019.
The campaign manager of the said politician requires at least a 48-hour confirmation of the booking of the said venue. For this reason, we ask that you get to us as soon as possible immediately you receive our communique.
Could it be that you want further information before acting, we ask that you ask us for confirmation immediately. We are all the more eager and ready to furnish the same for your subsequent actions.
Sincerely,
FirstName LastName
Sample 02
Dear Mr. /Ms. Lastname:
As part of our organizational culture, we do hold end-of-year parties to celebrate jobs well done. It is our pleasure to use your grounds to host the event this year. We would like you to give us your garden for the same use.
The said event shall run the whole day from morning through to the evening. Throughout our stay at the facility, we shall take heed not to interfere with the greens or any other amenity that exists there.
Also, we shall take care of everything that pertains to the meeting. Examples of these include the costs of food, water, and entertainment.
We also understand that the venue has to be paid for. We ask that you provide us a rough quote to work with. Could it be that there are other expenses you would want us to take care of, please draw them to our attention.
We wait with a bated breath to hear from you as regards our humble request. Kindly get to us soonest possible with the same.
Sincerely,
FirstName LastName
Tips for Writing an Effective Permission Letter
An effective permission letter should be professionally written, formatted, and appropriately presented. Described below are some practical tips to help you structure your permission letter in an effective way:
Keep a polite tone
The main purpose of writing a permission letter for an event is to seek permission from the property owner to use their property as the venue for your upcoming event. It is the discretion of the land/property owner to let out their premises to you or not; because you do not have any rights to the said property. As such, while writing the letter, use a polite tone throughout. Moreover, use a tone that implores rather than coerces the property owner to let it out to you.
Be formal
A permission letter for an event is an official letter. Therefore you need to write it formally following the accepted standard business letter format and use formal language throughout the letter. This helps make the permission letter for the event more convincing to the reader and demonstrates your professionalism.
Use simple language
While writing your permission letter for an event, make it a point to use straightforward language such that the property owner can easily understand why your organization is seeking permission to use the said property as a venue for your event. By all means, avoid ambiguity throughout the letter and refrain from using any technical jargon. Also, avoid constructing long sentences which may be hard to read/follow.
Be concise
Provide only the most essential and relevant information in your permission letter for an event and avoid being too wordy. This is because the letter’s recipient might not read through your entire letter before answering if they find that it is too long or tedious.
Proofread
Before sending out your permission letter for an event to the concerned authority, take time to read through it to identify any spelling or grammatical mistakes that you may have made while writing it and edit it accordingly. In addition, consider giving the letter to a trusted friend or someone within your organization to proofread it and provide feedback on the document’s quality.
Final Thoughts
A permission letter is a formal request to allow the use of the property of another individual or entity as a venue for an event. These letters are usually written in different formats, but they generally include information regarding which entity is seeking permission, who the property owner is, what activity will take place on the stated property, and the event’s exact date and time.
The permission letter should be formal and clear so that the recipient can understand it thoroughly. Moreover, it should follow the standard business letter format, be as specific as possible, and include only the relevant information to persuade property owners to allow you access to their premises for use to further a particular course.
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