If you plan to organize an event in 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 gets 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, number of people attending the event, and other important details should be clearly 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.
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 which 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 about 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 clearly mentioned, so that it can get 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 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 lines of the letter.
Provide details of the premises
In this section, you will mention details of the school premise and also give reasons why you feel that the school will be the best place for arranging your event. For example, you can state that the school is present at such a location which 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 time 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 the responsibility of taking care of the school premises in the permission letter. Moreover, the surety of returning access to the school premises back 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
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 the permission is to be given for using the school premises. Your signatures will also indicate that you provided all the authentic information, and you are the person responsible for making sure that all the things are done as mentioned.
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 line: Permission Letter to use the School premises.
Dear Mr. Arthur,
I am writing this permission letter to use your school premises for arranging the event of Annual Sports Day. As the playing ground of your school is large enough to accommodate a large number of students along with their parents there, so I want to get your permission to arrange the event of Annual Sports Day in your school’s ground. There will be different sports competitions of students in this event.
The event will continue for two days and the timing will be as follows:
5 April 2016 (8:00 A.M to 4:00 P.M)
6 April 2016 (8:00 A.M to 4:00 P.M)
Kindly let me know if your school ground is available for the event on the above-mentioned two days.
I assure you that there will be no kind of damage to your ground, and I will personally make sure that it will be returned to you in its original condition. You can ask me about any further details.
With best regards,
Sample Letter 2
Subject line: Permission Letter to use the School premises
Dear Miss. Laura,
I am writing this permission letter to use your school premises for arranging the event of Annual Prize Distribution Ceremony for the students. This event will be basically arranged to appreciate students who have performed well in their academics. Therefore, the students who secured top positions in their respective classes will be invited along with their parents, and for that purpose, the assembly hall of your school will be required by us to arrange this event there.
The event will be for only one day, i.e., 28 March 2018, and the timing will be from 8:00 A.M to 3:00 P.M. Kindly check if the assembly hall of your school is available in the mentioned time slot on the specified date so that the arrangements for the event can be made accordingly.
I assure you that I will take full responsibility that any damage may not be caused to your school’s premises by any kind of activity. You can contact me to further discuss everything in detail by arranging a personal meeting.
18 March 20xx
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 perspective 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 the written form and signed by the concerned authorities