A permission letter is a document sent to the parents or legal guardians of a minor by a school authority asking them to permit their child to attend and/or participate in a school activity. The letter is usually addressed to the parents or legal guardians to request their consent and/or approval for their child to be involved in an activity.
In many school systems, it is required by law to obtain the consent of the parents and guardians before allowing their children to attend and participate in any school activity that requires funding, sponsorship, or attendance. If the school authority fails to obtain consent from the parents and guardians who are legally responsible for their child’s safety at school, they may face legal penalties, including fines and/or disciplinary actions against the school. The purpose of the permission letter is simply to inform parents or guardians of the details of the proposed activity and to seek their approval on whether they will allow their child to participate in it.
The permission letter should contain a description of the school activity, its location, and possible duration, as well as the number of times it will be held. This information allows the parents/legal guardians of the child to make an informed decision on whether they would allow their child to participate in it and under what conditions.
Step-By-Step Writing Guide
An effective permission letter must contain certain information that would be necessary for the parents/legal guardians to decide whether they will allow their child to attend and/or participate in the school activity.
Below is a step-by-step guide on how to write a permission letter that would be useful in convincing the parents:
Step 1: Briefly introduce yourself
The permission letter should always begin by stating the name of the school, the name of the activity, the contact information of all relevant persons of the school authority, the date of the activity, and the name(s) of the parents/legal guardians. This information is important as it will allow the parents/guardians to contact you should they have any questions.
Step 2: State the purpose of writing the letter
The next step is to state the purpose of writing the permission letter. This can be done by providing a short description of the activity that is being proposed. You may also state whether it is mandatory or voluntary, what will be expected from the student should they participate in it, and any other pertinent information that would help persuade the parents to allow their children to participate in the activity.
Step 3: Provide details of the school activity
The third step is to provide details of the school activity. This includes providing information on the proposed activity’s location, duration, time, and any other conditions. For instance, you may state that the activity will take place during school hours on weekdays only or that it will be held at the school premises. You may also provide information on how much time the students are expected to participate in the activity and whether they will be transported to and from their homes.
Step 4: Request permission for participation
The fourth step is to request the parents/guardian’s permission for their child to participate in the activity. You should specify the reasons behind it and the consequences for those who choose not to participate. For example, you may state that all students who participate in the activity will be rewarded with extra credits, that participation is completely voluntary, or that they will be considered absent from class if they do not participate. It is imperative that you provide adequate information on the activity to help the parents/guardians decide whether they will allow their child to participate in the activity.
Step 5: Describe all requirements for participation
The fifth step is to describe all requirements for participation. This should include a description of the activities that the students are expected to participate in, what they would be expected to bring along with them, and any other relevant information that would help persuade the parents/guardians to allow their child to participate in the activity. It is important to make sure the requirements of the letter are clear and concise as this would help them avoid any misunderstandings.
Step 6: Provide your contact details to answer all queries
When writing the permission letter, the last step is to provide your contact details to answer all the parents/guardians’ queries regarding the activity. This should include your full name, contact number, and email address. Inform them of how they should contact you should they want any additional information. You may also provide other contact details such as the name and contact number of a person who will be in charge of the activities or a backup contact number if you are not available.
Related: Sample Permission Letter to Participate in Sports
Sample Permission Letters
Below are two sample letters and two templates that you can take help from for writing your own permission letter to participate in a school activity:
Sample 01
From: David Brown, Principal
To: Jane Jones, parent of John Jones
Date: June 27, 2022
Subject: Request for participation in the cross-country activity organized by the school.
Dear John Jones’s parents,
I am writing to request your permission for your son to be involved in the cross-country activity organized by our school athletic team. The activity will last from 8 am to 10 am and will be held at the school grounds on July 15 and 22.
The activity aims to instill the value of perseverance and teamwork among the students. I believe that John will learn from this activity as he may know what it is like to be challenged in a difficult situation and at the same time inspires him to be active in co-curricular activities. As of now, the number of students who want to participate in the activity is still short, and I am hoping that you will allow your son to participate in it. Should your son not be able to participate in the activity, he will still be allowed to attend classes.
I trust that you would agree for your son to be involved in this activity as I believe it is a good experience for him. Should you have any additional questions about the activity, please feel free to contact me at 762-2882-999 or email me at [email protected]
Kind regards,
David Brown, Principal
Sample 02
From: Prof. Claudia Gomes, Dean of Students Office
To: Mrs. Celine Gates, mother of Nathan Gates
Date: April 13, 2016
Subject – Mr. Nathan Gates’ participation in the school activity – “Coding Camp.”
Dear Mrs. Gates,
I am writing this permission letter to request your permission for your son, Nathan, to join the coding camp which is organized by our school. This activity will be held on the 3rd floor of the Main Building from May 1 to May 8 on Wednesday afternoon, from 1 pm until 4 pm. If he so desires, Nathan can participate in this activity or any other club or activity as a part of the Student Council.
After discussing this matter with his Professor and me, we believe that this camp is a good opportunity for Nathan. He may be able to learn how to think logically and a great way of thinking through puzzles. I would like to take this opportunity to request your son’s participation as there are still slots left in this camp.
Should you have any queries, feel free to contact me. I hope that you would agree to Nathan’s participation in this camp as we wanted him to have an enriching experience during his time in our school.
Sincerely,
Prof. Claudia Gomes, Dean of Students Office
Template 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 Parent,
I am the ________________ (post) of ____________ (institution). Each semester, our institution holds ______________ (nature of activity) with the aim of __________________ (purpose).
This activity is expected to take place from __________ (mm/dd/yyyy) to ________________ (mm/dd/yyyy) at _____________________ (venue). It shall last ____________ (duration).
We seek your permission to allow your son _______________ (name of the kid) to participate in the activity we have specified above.
The school policy requires that you draft express permission to that effect and send it to us via the address contained in this letter. Failure to respond within a fortnight is interpreted to mean a decline altogether.
Still, require further clarification before stating your stand? Reach us on ____________ (telephone contact details). We have an executive who is specifically on standby to handle those very concerns.
We are waiting for your feedback with bated breath.
Respectfully,
Signature (hard copy letter)
FirstName LastName
Template 02
Your Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email
Date
Name
Title
Organization
Address
City, State Zip Code
Dear Parent,
I am the ________________ (post) of ____________ (institution). Each semester, our institution holds ______________ (nature of activity) with the aim of __________________ (purpose).
This activity is expected to take place from __________ (mm/dd/yyyy) to ________________ (mm/dd/yyyy) at _____________________ (venue). It shall last ____________ (duration).
We seek your permission to allow your son _______________ (name of the kid) to participate in the activity we have specified above.
The school policy requires that you draft express permission to that effect and send it to us via the address contained in this letter. Failure to respond within a fortnight is interpreted to mean a decline altogether.
Still, require further clarification before stating your stand? Reach us on ____________ (telephone contact details). We have an executive who is specifically on standby to handle those very concerns.
We are waiting for your feedback with bated breath.
Respectfully,
Signature (hard copy letter)
FirstName LastName
Free Templates
Writing a great permission letter is important as it allows you to explain the details of the activity clearly and concisely. It is important to ensure that you craft your permission letter in such a way that it explains the activity in an easy and understandable manner. You should also include all the necessary details on the activity so that the parents/guardians understand what they are agreeing to. To help you create a great and effective permission letter, we have provided free downloadable permission letter templates that you can use to craft your letter in a simple and hassle-free manner.
Common Mistakes to Avoid
When writing a permission letter, there are several mistakes that you must avoid in order for your letter to be effective. Some of these are:
Writing an informal letter
It is important that your permission letter be written formally. You should use proper grammar and formal formatting as this will make your letter sound more professional. It is important to avoid using any slang and informal writing, as this will make your permission letter seem unprofessional.
Providing insufficient details
When writing a permission letter, you should make sure that you provide sufficient details about the activity. You should write a detailed description of the student’s involvement in the activity, where and when the activity will take place, and any other information that would help persuade the parents/guardians to allow their child to participate in the activity. Failing to provide sufficient details in your permission letter may confuse the parents/guardians. As a result, they may not be able to decide to allow or refuse their child’s participation in the activity.
Being impolite
You must make sure that you are calm and courteous when writing your permission letter. You need to write your letter in a polite manner without sounding rude or abrupt. If you do not learn how to write a permission letter politely and properly, the reader may misunderstand your intentions and refuse to agree with your request to allow their child to participate in the activity.
Writing a letter with spelling and grammar mistakes
It is important that you proofread your permission letter before sending it to the parents/guardians. Make sure that your permission letter is free from spelling and grammar errors. If you do not proofread your letter, there are high chances that the reader may think that you are unprofessional or lazy and may refuse to agree with your request to allow their child to participate in the activity.
Writing a lengthy letter
When writing your permission letter, it is important that you make sure that the length of your letter is not too long. It is better to keep the permission letter short and to the point. If you make your permission letter too long, the reader may lose interest in reading the entire text and may not give your request serious consideration.
Final Thoughts
Permission letters are an important tool to use when you want to get permission from a parent/guardian to allow their child to attend or participate in a school activity. The permission letter should be written formally and should clearly explain the details of the activity to help the parent/guardian decide whether to allow their child to participate in it. It is important to keep all the information specific, relevant, and short when writing the permission letter. The letter should be free from spelling and grammar mistakes and should also be written in a courteous manner to avoid causing any misunderstanding.
