A permission letter is an essential formal or informal letter that must be written to seek or grant consent for a vital plan. The letter is crucial if you need permission to access something, go on vacation, leave work early, or even attend a family event. The primary purpose of such a letter is to ensure that you avoid any problems by adequately notifying the appropriate party.
As a requester or permitter, you might need consent regarding using a property. In this case, ensure you remain focused on the letter’s subject by clearly stating your reason for the permission letter. Also, keep in mind that a permission letter to use property should always be polite and brief.
What is a Permission Letter to Use the Property?
A permission letter to use property is an official letter written by either a requester or permitter with intentions of using a particular property. The requester writes this letter to seek permission to use the property, while the permitter writes this letter to grant permission for a particular property to be used. These parties must prepare a permission letter as it is an essential document in either situation.
Format of the Permission Letter to Use Property
Since a permission letter is an official letter, both parties must observe the standard format for writing it. You can achieve a standard, formal and professional letter by following the format of the permission letter to use the property shown below.
Address (sender and receiver)
At the start of the permission letter, it is a requirement to include the sender’s and receiver’s address. The receiver’s address should always come first when writing the addresses. Ensure that the address is complete and contains the correct details.
Salutation is important is professional letters like permission letters. You must therefore include a salutation in the letter. Ensure that the greeting is appropriate, polite, and respectful since your intention is to remain professional.
The subject line will act as the title of the permission letter. Your subject line should be written in capital letter, contain a few words, and underlined. The primary function of this subject line is to state the explicit purpose of the letter, which can either be granting or seeking consent.
The body section of the letter is meant to give reasons for granting or seeking permission to use a particular property. You must write at least two to four convincing body paragraphs. The body focuses on providing more details about the permission being given or being sought.
This is the final part of the permission letter. You are required to provide your name and contact information. For a formal letter, the closure should also be official, and this can be achieved by using phrases like “Sincerely” or “Regards.”
Writing a Permission Letter to Use the Property
You can quickly write a permission letter to use property by following the above format. The most important thing is to know how to craft the letter depending on whether you are the permitter or requester. The following steps will highlight how to write a permission letter to use the property.
Step 1: If you permit someone to use your property
As a permitter, you will be required to write a permission letter so that you can allow someone to use your property. This means that although you will use the format provided above, there are details you will need to include in your permission letter that will be different from a permission letter written by a requester.
Here is the information you should include in your permission letter to use the property as a permitter.
Provide the name of the entity/person using your premises: You must ensure that you adequately address the person or entity that will use your property. This can involve mentioning their name to identify them.
Specify the property’s details (location, number): It is also vital that you mention the property’s exact details, including its name, location, and even number. This way, you can avoid confusion, especially if you have various properties.
Include a list of allowed and disallowed activities within the premises: It is also advisable to mention in the letter that the permission was sought by listing all the activities that have/have not been allowed within your property. This will act like terms and conditions for allowing the person or entity to use your premises.
Provide the start and end dates of this permission: Ensure that you include the dates during which your permission is valid. This will include the start date of the authorization and the end date. Providing exact dates will prevent any form of struggle when it is time for the person or entity to leave your property.
Ask the permitted party to take care of the premises: You also need to make it clear to the person or entity who wishes to use your property that they must take care of the place. You can mention the consequences that may arise if any damages are made during the stated period.
Permission Letter Written by a Permitter
Here is a sample of a permission letter written by a permitter to allow someone to use their property:
10th February, 20xx
520, Everywhere Avenue
Subject: LETTER TO GRANT PERMISSION TO USE RAILWAYS PROPERTY
Dear Mr. Allan,
This letter is in regards to the request you made about using the Railways property. I, Mr. Patrick Samuel of Property Agency, grant you, Mr. Allan Jay, permission to use the Railways property. This property is located at Anywhere Avenue next to Stuart Mall and is available to you from 15th February to 20th February. This period marks the validity of the authorization.
Since you intend to use the property for a wedding reception, you are allowed participate in all the events you mentioned would be happening at the premise. However, if you would be kind enough to avoid loud music and excess guests so as to ensure that you do not inconvenience the neighbour during your event.
Mr. Allan Jay, you are requested to protect and take care of the property. You are required to leave the premises the way you found it. In case of any damages during the time you will be using the property, you will be held responsible and accountable for them.
Step 2: If you request permission to use someone else’s property
If you are a requester looking to use someone else’s property, you should include the information mentioned below in your permission letter to use the property. With these details, you will provide enough information to convince the property owner to allow you to use their premises.
Here is what you should include in your letter as a requester:
Give details of the premises: Ensure you introduce yourself and provide exact details of the property you would like to use. This entails giving information about the name and location of the property.
Specify when you need the premises and for how long: You also need to state the exact period when you need to use the property. This will make it easy for the property owner to establish if it will be possible for you to use the property.
Specify the reason: It is also important to mention the reason(s) why you need to use the property. This will present you as transparent and honest to the letter’s receiver.
Promise that you take care of the premises and hand it over in good condition: To improve your chance of getting the property you seek to use, ensure that you promise to take care of the property in your letter. In addition, ensure that you convince the property owner that you will not damage their premises.
Permission Letter as a Requester
Here is a sample letter you can use as a requester to seek permission so that you can utilize someone’s premises:
430, Upward Street
10th February, 20xx
Land and Property LLC
Subject: LETTER TO SEEK PERMISSION TO USE PROPERTY
Dear Ms. Hannah
I am writing this letter to kindly request for permission to use your Howard Property located at Downward Street near the Main Park. I need to use your premises on Saturday 19th February, 20xx. I will use it during the day from morning to afternoon to host a birthday party for my son.
Your property is centrally located and will be a suitable location for other kids to attend the birthday party. I promise that I will take care of your premises and protect the equipment to avoid any kind of damage. I will be sure to leave it in the same condition I will find it, once you allow me to use it.
Your City, State Zip Code
Your Phone Number
City, State Zip Code
Respected Mr. /Ms. Last Name,
Subject: Sample Letter of Permission to Use Property
I draft this letter to seek your official permission to use ________________ (name of property) for the purpose of ______________ (exact purpose of the request). The event in question is ____________ (specify the exact event).
It shall start from _______________ (when the event shall commence) and end in ______________ (when the event shall come to an end) and shall last _____________ (specify the entire duration of time).
Kindly furnish me with the exact quote of the amount of money that you shall demand in exchange for the property. Ream me via this telephone contact XXX-XXX-XXXX for any urgent issues.
I look forward to hearing from you soonest possible!
Signature (hard copy letter)
Template [Email Format]
Subject: Your Name – Sample Letter of Permission to Use Property
Dear Mr. /Ms. Last Name:
This ____________ (specify the date and day), I shall hold ____________ (specify the event). I am short of space on my premises. I subsequently request that you allow me to use your property for the same.
The event shall around _______________ (specify the number of hours or day) and shall kick off from ____________ (date and time) to ________________ (date and time).
I know you have terms of references that govern your lease of such pieces of property. I ask that you furnish me with the same to enable me to adjust my expectations appropriately.
Hoping for the very best from you,
Letter Writing Tips
It would help to observe the following tips when writing a permission letter to use the property. With these particular considerations, you will be able to write a compelling and convincing letter.
Some of the tips that you should have in mind are as follows:
Avoid errors: Ensure you go through your letter and proofread it after writing to avoid spelling and grammar errors. This will ensure that you maintain a positive and professional impression with the receiver of the permission letter.
Use formal language/right tone: A permission letter is a formal letter. Therefore, you should use formal language and maintain the right tone when requesting or granting permission to use the mentioned property. Your letter should also be brief and should not contain any irrelevant information.
State correct information: When it comes to addressing and the contact information, ensure you provide the correct information. Also, all the critical details in the letter must be precise and correct. The address of the letter’s receiver must be written in an organized manner.
Provide appropriate reasoning: If you seek permission, always provide a proper reason for your request. Ensure you focus on those necessary points to avoid having a long permission letter to use the property.
Be specific with your request: Ensure you focus on the subject while requesting to use a particular property. For example, focus on mentioning the property, requesting consent, and providing the necessary reasons.
Write in the second person: Use the second person, “you,” to write the permission letter. You can address the letter’s receiver and inform them of your request or permit them.
A permission letter to use property is a formal letter that can be drafted by either a requester or permitter. Whether you are allowing someone to use your property or you are requesting to use someone’s property, a verbal agreement is not enough. It is best to write a proper and effective permission letter to use property.This way, there will be a formal agreement on what must happen once the permission is granted. A permitter will be able to protect their property from damage and a requester will have the proof needed to use someone else’s property. When writing this letter, it is best to stick to the subject, proofread to avoid any errors and use a polite tone.