Sample Letter Asking Permission to Use a Place (Word)

Some events attract too many participants, who unfortunately cannot fit into a tiny and cramped-up venue. To accommodate these participants and maintain the same lively nature of these meetings, you must rent out premises elsewhere.

To do this, you will have to draft a ‘letter asking permission to use a place.’ or a permission letter for an event. This letter is drafted by anyone and is similarly addressed to any other person who might hold the keys to a venue that may eventually be used for hosting events.

Free Samples in Word Format

Provided below are carefully prepared permission letter samples for using a place, which you can download and use either as guides for preparing your own or customize and use directly. They are editable and in MS Word format for your additional ease.

Permission Letter to Use a Place

Permission Email Example (To Use a Place)

Writing Tips (How to Write this Letter?)

Tip I: Maintain a formal language

It is a formal, not friendly, letter. As such, you have to maintain a formal language throughout. The term formal means the letter ought to be devoid of any slang, fluff, or inappropriate words and innuendos. It is the only sure way to avoid any ambiguities.

Tip II: State the reasons you require the facility for

You have to state clearly the exact reasons why you need the facility. Avoid any ambiguities by stating the exact reason without using too many words or phrases.

Tip III: Supply the necessary contact details

You have to furnish the recipient with your contact details. The object of this is to allow for smooth correspondence if and when the time to do so comes. It also showcases that you are truly serious and means what you have in mind.

Tip IV: Use the second person while writing

Throughout the letter, you should use the second person. It entails the use of words like ‘you,’ ‘yours,’ and so on. That way, the recipient/reader will easily identify and comprehend the entire length and breadth of the letter. It also makes it possible for the information relayed to be easily understandable.

Tip V: Proofread before Submitting

Before you submit the letter, you have to proofread and edit it. As you do both, you have to weed out any grammatical mistakes and other sentences that do not make any sense at all. Only submit a copy that is concise, clear, and to the point.

Sample Permission Letter to Use Place (Text format)

Permission Letter to Use Place (Email Example)

Key Takeaways

These two permission letters serve as excellent examples for anyone looking to make a similar request.

Here’s an analysis of their key components and strengths:

1. Both letters are professionally written, with a clear and respectful tone. They start with a formal salutation, proceed with the purpose of the letter, provide necessary details, and end with a courteous closing. This structure ensures clarity and demonstrates professionalism.
2. Each letter precisely states the purpose of the request—the first for a charity fundraising event and the second for a community yoga event. They include specific details like the date, time, and nature of the event. This level of detail helps the recipient understand the context and scope of the request.
3. The writers of both letters explain why the chosen venues (the community center and the park) are ideal for their respective events. This justification shows that the sender has thoughtfully considered the venue’s suitability, enhancing the credibility of the request.
4. The writers assure the venue owners that they will adhere to all guidelines and maintain the property in excellent condition. This assurance is crucial in building trust and showing respect for the property.
5. Both letters enclose detailed event plans, including the number of attendees, layout requirements, and schedules. Providing such details upfront can expedite the approval process and demonstrate thorough planning.
6. The senders express their willingness to provide further information or fulfill additional requirements. This openness indicates a cooperative and flexible attitude, which is important in such negotiations.
7. Particularly in the second letter, the sender includes contact details, making it easy for the recipient to respond or seek further clarification.
8. Both letters end with a note of thanks, acknowledging the recipient’s time and consideration. This politeness is essential in formal communications.

About This Article

Authored by:

William Lehr

Human Resources Specialist, MS Office Expert

William Lehr combines a profound understanding of human resources with a certified expertise in Microsoft Office, making him a dual asset in any professional setting. With a keen insight into the intricacies of HR, William adeptly manages talent acquisition, employee relations, and organizational development. His Microsoft Office proficiency further amplifies his effectiveness, allowing him to design and implement seamless workflows, reports, and analytical tools. Whether it's optimizing HR processes or crafting efficient MS Office solutions, William's comprehensive skill set ensures that organizational objectives are met with precision and excellence.