A permission letter to use a place for a photoshoot is written by someone who wants to use a place for a photoshoot for an event such as a wedding, engagement, baby shower, etc. The letter helps seek permission from the owners/management of that place. The letter is usually written by the photographer or the event organizer looking to use the place for the photoshoot in question.
Before using a place, the photographer or the event organizer will usually write a permission letter outlining the details of what they are looking to do and why. The purpose of the permission letter is simply to give the owners/management time to assess the request, determine if such a request will negatively impact their business, and then decide whether they will allow the request or not.
If the request is approved, the owners/management of that place will give a formal response regarding the request. If, for any reason, a permission letter is not written and sent to the owners of the place required prior to the photoshoot, it may result in remedial action being taken against the photographer or the event organizers.
Download Templates
Writing a permission letter can help manage your time and ensure that you can do everything possible to go ahead with the photoshoot under your control. It also enables you to be in touch with other relevant parties regarding the request. A permission letter template can help you streamline the process of writing such a letter and ensure that it goes through without any problem. Download our free templates to help you write permission letters to the concerned parties to use a place for a photoshoot.
What to Write in a Permission Letter for Photoshoot
Permission letter to use a place for a photoshoot should be written in an easy to read, consistent, and professional manner, avoiding jargon and phrases that might be complicated or confusing to the reader. It should be clear and concise, with the most important information being written first. The letter for seeking permission to use a place for a photoshoot should be written on business letterhead and have the contact information of both the sender and the receiver. The contents of the letter should be relevant and organized in such a manner that it is easy to follow and understand.
Here is how to properly format the permission letter:
Address
In order to adequately address the permission letter to use a place for a photoshoot, state yours and the recipient’s personal information. Write your name and address followed by the name and designation of the recipient. The date on which this permission letter is to use should also be accurately mentioned.
Subject
The subject of the permission letter should also clearly and briefly state what you are looking to do and why you are writing to that particular party. The subject of the letter should be written in a formal tone and not exceed 6-7 words.
Salutation
The salutation for the permission letter should be written using a formal tone. Begin with “Dear,” followed by the name of the person to whom you are addressing your request. If you are writing to a group of people, you may use “To whom it may concern.”
Introduction
This section should briefly introduce yourself to the reader. In addition, it should briefly state the purpose of writing this letter. Make sure to cover the following:
Briefly introduce yourself
It is very important to briefly introduce yourself to the recipient of your letter. This can be done by stating the name of your company/organization as well as your position within it. You can also include details such as your qualifications, memberships, and other relevant information that might make you credible.
Mention location
This section should briefly state the location of where you are looking to conduct your photoshoot. This can be done by stating the City and State names, or by providing a specific address. For example, if you are planning a photoshoot in Los Angeles, California, you should mention it here.
Briefly state the purpose for writing this letter
Explain briefly why you are writing this letter to the particular recipient. For example, if you are asking permission to use a place for a photoshoot of your company’s products, then explain this first, then why it is important, and also provide details in the letter; such as what you intend to do for your campaign and how long the photoshoot will take.
Body
The body section of the permission letter should be divided into two or three paragraphs. It should contain the following details:
Details of the photoshoot
This section should cover details and explain to the recipient what type of a photoshoot you will do. Include the expected duration of time required, details of the place where the photoshoot will take place, number of days the place will be in use and exact dates, etc. Also, provide details of your organization’s products or services in such a case.
Explain your requirements
This section should clearly explain why you need to conduct your photoshoot at that place and how it will benefit the organization or the sender, generally. It is important to provide details of what you intend to use – such as models, camera operators, equipment, etc. – and explain how you will use them in a way that does not violate any policies of the property owner. For example, if your organization needs a warehouse for a photoshoot, then state that as well. Providing this information will help the property owner determine whether you will be a good fit for the location or not.
Provide Assurances
Here you should provide assurance that your organization/team will take care of the place allocated for the photoshoot properly and responsibly. You should also inform the receiver of the permission that your organization/company will not be causing any damage, disruption, or inconvenience and should clearly state how you intend to use the place. You should also state who will be responsible for the damage and explain how it will be taken care of.
Conclusion
The conclusion of the permission letter should be easy to understand and follow. Make sure to take the following steps when writing the conclusion:
Make the request
You should clearly make the final request by briefly stating your need to use a particular place for the photoshoot in order to give a proper ending to your permission letter. This will help the reader in making their final decision.
Share contact details for a follow-up
At the end of the letter, you should provide the receiver with your contact details so that they can contact you if there are any questions or concerns regarding your request.
Sign off
Sign the letter at the bottom and make sure to sign it formally by including your name, designation, and the name of your organization and its details.
The proper format for a permission letter to use a place for a photoshoot will help ensure that you and your organization’s needs are appropriately addressed. This also makes it easier for your request to be accepted by the recipient and ensures that it is properly followed up with and taken seriously.
Sample Letters
Given below are sample letters that you can follow for writing your own permission letter to use a place for a photoshoot:
Sample 01
May 1, 20xx
Paul Davis
292 Valley Arcade
Los Angeles, CA
John White, Manager/
Subject: Company photoshoot for our clothing line
Dear John White,
I am writing to you today regarding the permission letter for a company photoshoot. As the Manager of the marketing department at our company, I want to use one of the factory buildings that we own and operate in Los Angeles County as a backdrop for a photoshoot of our latest collection. Our company has been using this particular location for many years, and we have a great relationship with the owner of the building.
As you know, our company is interested in selling our newest line of clothing to department stores and specialty shops throughout the state, but we are having trouble getting into those stores because our product is not yet available to all of the states customers. To help boost sales, I am planning a photoshoot in late April or early May, for which we will need a backdrop for it.
I would need to use the building for a day or two, depending on how many people I bring in and how long we will be shooting photos. I would also need some of the equipment that we have on hand to be set up, which includes lights and other electrical equipment.
I assure you that we will take great care of the building while being there and will put everything back in place once we finish shooting the pictures, so there is no need for you to worry about any damage caused by us. The photoshoot will take place on a regular weekday in the morning. The only people who will be at the building during that time will be my team and me, so I can promise you that we will not disrupt any of your business operations.
We are currently in talks with several major department stores, and I am very confident that they will purchase our clothing line once they see the pictures and layouts of our collection. I am also very confident that they will be interested in the services we offer our customers.
Furthermore, the clothes we sell are oriented towards young professionals and young families who have a strong sense of fashion and style. So, I am confident that the department stores will purchase our clothing line because of its uniqueness and also because of its high-end quality design. We have recently made huge investments to make our business more profitable, which allow us to produce excellent products at reasonable prices. This, in turn, will benefit our customers.
I know that the photoshoot will be a success, and I am hoping that you will grant me permission to use the factory building that we operate as a location for it. I am looking forward to your positive response.
Sincerely,
Paul Davis
Manager
Sample 02
February 26th, 2022
Suzie Dulieu
762 St Mary’s Arcade
2982 New York, NY
William Duncan, Manager
Le’ Place
Subject: Request to use your location for wedding photoshoot
Dear Manager,
I am writing to you today regarding the permission letter for a wedding photoshoot. As you know, I am a professional photographer, and I have been working on several weddings over the past year. Recently, I met one of your employees who has been planning her upcoming wedding. Her fiancé has recently placed an order with us, and his wedding is scheduled to be held in early May.
I have been looking forward to being able to photograph this wedding, but since I was unable to make it in time, I am hoping that you will allow me to use your facility for a photoshoot at the end of March. I would only need one day for the photoshoot, which a light post-processing session would follow after it is all done.
The bridal party and I can work together to set the light stage, so we will not be a burden on your staff. As you are aware, I have several different styles of photographs I can work with and can develop many shots from this photoshoot.
I promise you that we will take good care of the entire building, including all of the accessories that are located inside. I am sure that we will be gone just one day and would only need to bring a couple of assistants with me.
I am very grateful for your permission, and I look forward to hearing from you regarding my request.
Sincerely,
Suzie Dulieu
Photographer
Sample 03
Date:
Name of the recipient
Company address
Subject: permission for photoshoot
Dear sir/madam
My name is [your name] from [company name], I would like to ask permission to use your hotel’s swimming pool are on [date] for a photoshoot during our upcoming Beginners Training. We expect to have 45 trainees and five trainers for this event.
In this regard, I have attached a check of $250 as a fee for the event. I look forward to a positive and immediate response. For any clarification please contact me via [phone number] or [email]. Thank you for your continued cooperation.
Sincerely
[Your name]
Sample 04
Subject: Letter of Request for photoshoot
Dear Jack,
I write this letter to ask for permission to use the leisure park for a photoshoot. This event will be part of the activities for our end of year part. We expect to have about 200 guests. During the event, we’ll capture some photos having your hotel’s name that we plan to share ion our website and social media pages.
We believe these images will also help market your hotel. Over the last eleven years, we have enjoyed doing business with you, and we hope this trend will continue. We appreciate your friendly and professional staff and their commitment to ensuring we get the best services.
We’ll be glad to get a response before the end of the week. You can reach us via (414) 308-9977 or email edentours@fineways.com.
Thanks in advance.
Best Regards
Antony Slim
Eden Tour Ltd
Final Thoughts
Writing a permission letter to use a place is something you should consider, especially if you are planning on working with many people or are taking large amounts of equipment with you. If you have already decided on the exact location where you want to do the photoshoot and do not want to face difficulties, you can consider writing such a letter in advance. This will help ensure that you can get permission, the picture is taken without any problems, and that you do not face any interruptions.
A permission letter to use a place can help you get the necessary approval from the relevant party and ensure that there is no trouble later on. You should always follow up with a call to the appropriate person to confirm your plans, ask them if they have any further questions, and find out if there are any additional requirements you need to follow. The templates we have provided you will help you write a permission letter to use a place in an organized manner and help you get more done in less time.
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