If you plan to organize an event at a school, you will have to write a permission letter to use the school premises. The letter will be written to the owner of that particular school because their consent will be required to continue further proceedings of the event you want to arrange there.
A permission letter to use the school premises is a legal document and is an important requirement to be fulfilled before the day of the event. When the permission letter is approved, you will have the complete right to use the school premises as per the requirements of your event. For this purpose, you will have to make sure that all the required information is mentioned accurately and according to the set standards.
All the information regarding the type of event, the number of people attending the event, and other important details should be mentioned in the permission letter written to use the school premises. All these things are required so that you can get saved from any kind of uncomfortable or stressful situation on the day of the event regarding any aspect.
Free Templates
How to Write Permission Letter to Use School Premises
As the permission letter to use the school premises is a legal document, all the details must be written with great care and in clear terms.
Following are some of the important aspects that should be critically considered and should be a part of your permission letter being written to use the school premises:
Add a subject line
The main subject line should be written at the top of this document. It should clearly state, “Permission letter to use the school premises.”. The font size of this subject line should be different from that of the rest of the letter so that the reader can immediately know the exact purpose of your permission letter.
TIP
Make sure that the subject line is written in bold alphabetical letters.
Address the letter
The name of the person for whom the permission letter is concerned should be mentioned so that it can be directed to that authoritative person without any delay. It is very important to know who has the authority to approve your permission letter so that his / her full name can be written accurately, along with their professional designation as well. If the name is unknown, you can use “To Whom It May Concern” to address the letter.
State your purpose
After addressing the concerned person, write down the purpose for writing the permission letter. It will be good to state the purpose, i.e., using the school premises to arrange a particular event, in the starting lines of the permission letter. It will allow the reader to know what could be stated in the next few lines of the letter.
Provide details of the premises
In this section, you will mention details of the school’s premises and also give reasons why you feel that the school will be the best place for arranging your event.
EXAMPLE
You can state that the school is present at a location that will be easily accessible by all the guests and students as well.
Specify the dates for which you need the premises
It is very important to mention the exact dates when the event will start and what day it will end. Both of these dates must be clearly and accurately mentioned in the permission letter to use the school premises. Based on the event dates, the availability of school premises will be checked by the authoritative person, and then permission will be given to you accordingly.
Details of the time required to use the premises
The event’s timing must also be written in the permission letter to use the school premises. If the event is for one day, then the starting and ending times of the event for that day should be mentioned in the permission letter. On the other hand, if the event is going to be continued for more than one day, then the time duration for each day should be written separately.
Give assurance that the premises will not be damaged
No authoritative person will permit you to use the school premises until you assure them that the property will not be damaged in any way. For this purpose, you will have to take on the responsibility of taking care of the school premises in the permission letter. Moreover, the surety of returning access to the school premises in the same condition is also a requirement that should be fulfilled while writing a permission letter to use the school premises.
Provide your contact information
It is important to include your contact information in the permission letter to use the school premises so that the official person can contact you in case of any query or to discuss anything with you in detail.
For this purpose, you should provide the following details:
- Full name
- Contact number
- Residential address
- Email address
Signatures
At the end of the permission letter to use the school premises, leave your signature. It will make the document more valid, and the authorities will know that you are the person to whom permission will be given to use the school premises. Your signatures will also indicate that you provided all the authentic information and that you are the person responsible for making sure that all the things are done as mentioned.
Free Permission Letter Template for Using School Premises
template
[Your Name]
[Your Organization/Group Name]
[Your Address]
[City, State, Zip Code]
[Your Email Address]
[Your Phone Number]
[Date]
[Principal’s Name or School Administrator’s Name]
[School Name]
[School Address]
[City, State, Zip Code]
Dear [Principal’s/Administrator’s Name],
I am writing on behalf of [Your Organization/Group Name] to request the use of [School Name]’s [Specify the Facility, e.g., auditorium, gymnasium, classroom] for [Type of Event], scheduled to take place on [Date] from [Start Time] to [End Time]. Our event, titled “[Event Name],” aims to [Briefly Describe the Purpose and Nature of the Event, e.g., promote community engagement, support local arts, provide educational workshops].
[Your Organization/Group Name] is [Briefly Describe Your Organization/Group, including any relevant history or past events]. We believe that [School Name] is the ideal venue for our event due to [Specify Reasons, such as proximity to the community, suitability of facilities, or alignment with the school’s values].
We anticipate that the event will attract approximately [Number of Attendees] participants. We are committed to ensuring that the event runs smoothly and will adhere to all school policies regarding facility use. Our plans for the event include [Briefly Outline the Event Schedule or Activities].
In addition to requesting the use of your facilities, we would also like to inquire about [Any Additional Requests, such as access to audio-visual equipment, permission for catering services, or need for parking space].
We are prepared to cover any costs associated with the use of the premises and will ensure that the facility is left in excellent condition. Our team will be responsible for setting up before the event and cleaning up afterward. We will also provide all necessary insurance coverage and adhere to any specific requirements set forth by [School Name].
We would be honored to host our event at [School Name] and are confident that it will be a success with your support. We look forward to the possibility of collaborating with your esteemed institution for this purpose.
Thank you for considering our request. I am available to meet at your earliest convenience to discuss this proposal in more detail. Please feel free to contact me at [Your Phone Number] or via email at [Your Email Address].
Sincerely,
[Your Name]
[Your Position, if applicable]
[Your Organization/Group Name]
Sample Letters
For your convenience and to have a better understanding of how a permission letter can be written to use the school premises, two sample letters have been given below:
Sample Letter 1
Subject: Request for Permission to Use School Premises for Green Town Environmental Fair
Dear Dr. Benson,
I hope this letter finds you well. I am writing to you as the Coordinator of the Green Future Initiative, a local non-profit organization dedicated to promoting environmental awareness and sustainable living in our community. We are seeking your permission to use the auditorium at Sunshine High School for our upcoming event, the “Green Town Environmental Fair,” scheduled for June 15, 20XX, from 10:00 AM to 4:00 PM.
The Green Town Environmental Fair is an annual event that aims to educate and engage the community in environmental conservation efforts. This year, our event will include interactive workshops, guest speakers from the field of environmental science, and a showcase of sustainable technologies. We anticipate that the event will attract around 200 attendees, including students, parents, and community members.
Sunshine High School’s central location and its reputation for fostering community involvement make it an ideal venue for our fair. Additionally, we believe that hosting the event at your school will provide an excellent opportunity for students to engage in environmental education and community service.
We will take full responsibility for the setup and cleanup of the premises, ensuring that the auditorium is returned to its original condition. Our team will also manage all aspects of event coordination, including crowd control and adherence to safety protocols. Furthermore, we are prepared to provide the necessary insurance coverage for the event.
In addition to the use of the auditorium, we would like to inquire about the possibility of using the school’s audio-visual equipment and having access to parking facilities for our attendees.
We are confident that the Green Town Environmental Fair will be a valuable and enriching experience for all involved. We look forward to the possibility of collaborating with Sunshine High School to make this event a success.
Thank you for considering our request. I am available at your convenience to discuss this proposal further. You can reach me at (321) 456-7890 or via email at john.avery@greenfuture.org.
Sincerely,
John Avery
Coordinator
Green Future Initiative
Sample Letter 2
Subject: Proposal to Host “Under the Stars” Theatre Festival at Harmony Arts High School
Dear Mr. Clarkson,
I hope this message finds you in good spirits. My name is Alice Morgan, and I am the Director of the Starlight Theatre Group, a community-based organization that fosters theatrical talent and appreciation in Drama City. We are reaching out to request the use of Harmony Arts High School’s outdoor amphitheater and adjoining classrooms for our upcoming community theatre festival, “Under the Stars,” scheduled for August 20-22, 20XX.
“Under the Stars” is a vibrant celebration of local theatre, featuring performances from various community groups, workshops led by professional actors, and interactive activities for attendees of all ages. The festival is expected to draw a crowd of approximately 500 people over the course of three days.
We believe that Harmony Arts High School is the perfect venue for this festival. The outdoor amphitheater provides an ideal setting for our performances, and the classrooms would greatly serve our needs for conducting workshops and organizing event logistics.
In addition to the use of the facilities, we would like to request permission to set up food and beverage stalls in designated areas and to use the school’s parking lot for attendee parking. We assure you that all activities will be conducted with the utmost respect for the school’s property and policies.
The Starlight Theatre Group will handle all aspects of event planning, setup, and cleanup. We will ensure that the premises are well-maintained throughout the event and will return all used spaces to their original condition. Our organization will also provide comprehensive liability insurance for the duration of the festival.
We are excited about the potential of hosting “Under the Stars” at Harmony Arts High School and are confident that it will be an event that celebrates and enriches our community’s cultural life. We look forward to the opportunity to collaborate with your school in making this festival a memorable and successful experience.
Thank you for considering our request. I am happy to meet at your earliest convenience to discuss this proposal in more detail. Please feel free to contact me at (987) 654-3210 or via email at alice.morgan@starlighttheatre.org.
Sincerely,
Alice Morgan
Director
Starlight Theatre Group
Final Thoughts
Writing a permission letter to use the school premises is advantageous for you and the owner of that school as well. The permission letter allows both parties to be at a point that is suitable for the perspectives of both sides so that any uncomfortable situation on the day of the event can be avoided. When all the important details discussed in the article above are clearly stated in the permission letter to use the school premises, then any dispute among both parties can be avoided because everything will be in written form and signed by the concerned authorities
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