When working or dealing with a formal organization, you are required to know how to write a letter of permission. No one can do away with unforeseen circumstances, so when this happens, you need to be able to present your case in the right way- the corporate way.
In this article, we will walk you through all you need to know about how to write a letter of permission and show you a sample on how it should look like.
What is a Permission Letter?
A letter of permission, also known as a permission letter, is a formal document written to seek the consent of a person or organization to attend to a specific issue, gain access to certain resources, attend an event, or even ask for leave. The reason for writing permission letters varies but its purpose remains the same, getting permission officially from higher authorities. Also, if it is used in a corporate organization, the document is used to seek permission that will affect one’s responsibility during office hours. Generally, the letter typically outlines the details and context of the request clearly.
How to Write a Letter of Permission
A permission letter can be written for different reasons and it is best to tailor the letter to the specific circumstances. Also, the sender must follow any specific instructions or requirements provided by the recipient for requesting permission. However, regardless of the reasons for writing the letter, a permission letter typically includes the following elements and format:
Sender’s information
As with most formal letters, start the permission letter with the sender’s information. This includes the name, address, contact information, and other relevant details that will make the recipient easily know the sender.
Recipient’s information
This is the information of the letter’s receiver. When writing the recipient’s information, include their name, title, organization, and contact information.
Kindly note, sometimes only the receiver’s address is written in the letter. This is acceptable as long as your contact information is provided elsewhere in the letter.
Salutation
When writing a permission letter, make use of the proper formal salutation to portray your respect for them. This can include, “Dear Mr./Mrs./Dr. [Last Name]” or something similar
Subject
This is a brief online sentence that lets the recipient know why you are writing the letter at a glance. It should be a few words.
Introduction
This is the beginning of your letter and here you will clearly state the purpose of the letter and your intention to seek permission. Your introduction should be a concise overview of the importance of your request.
Background information
You just don’t want to ask for permission without giving a valid explanation as to its importance. So, after the introduction, give all the necessary background details that support your request. That is, explain the context and relevance of your request. This will help the recipient understand the purpose and importance of granting the permission.
Detailed request
Then, clearly explain what you are requesting permission for. Specifically provide all the relevant details to your request, such as dates, times, duration, etc.
Justification
Now, they may be wondering why it is necessary to permit you, this is where you make a compelling case for it. Clearly state the benefits or positive outcomes that may result from your request. You can also state how you will be affected if the request is not granted. If you are an employee in a corporate organization, address any potential concerns or risks that may be associated with your absence from your job post proactively. Explain how you plan to mitigate them, so the organization will not be affected when you are not available.
Polite and respectful tone
All through the letter, as with other formal letters, maintain a polite and respectful tone. Your language should be courteous and desist from sounding entitled. Let the recipient feel your gratitude for their time and consideration.
Contact information
In case you did not include your contact information at the beginning of the letter, write it here. Some may even write their contact information again. This includes your phone number and email address. The purpose of this is to allow the recipient the ease of reaching out to you if they have any questions or need additional information.
Closing/Conclusion
To conclude the letter, end with a polite closing, by thanking the recipient for their attention to the matter, and appreciate in advance for their prompt response. Finally, sign off with a form closing such as “Best regards” or “Yours Sincerely,” followed by your signature, full name, and designation if applicable.
Proofread
Before sending the letter, be sure to carefully proofread it for any grammatical, spelling, or typographical errors. Take your time in reviewing the letter and ensure all the necessary information is written within. Ensure that the tone is polite and respectful. It should also be clear, concise, and professional.
Permission Letter Example Format
Letter of Permission from Work
[Your Name]
[Your Position]
[Company/Organization Name]
[Company Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Recipient’s Name]
[Recipient’s Position]
[Company/Organization Name]
[Company Address]
[City, State, ZIP Code]
Subject: Permission Request Letter for Leave
Dear [Recipient’s Name],
I [include your name], working as a Web Developer, am writing to request permission to take a four-day leave from work. The reason for this request is because my son is getting married and the location is in the next state.
I am currently working on an assigned milestone and I will ensure that it is submitted before I leave. There are no pending tasks from my desk and my colleague Mrs. Robert will handle the rest of the tasks for the period that I will be absent.
I am more than willing to answer any questions you have regarding this request or provide any additional information that you may require.
Thank you for considering my request. I genuinely appreciate your time and attention, and I eagerly await your response and hope for a positive outcome.
Yours sincerely,
[Your Signature]
[Your Full Name]
[Your Designation]
Frequently Asked Questions
What is a good excuse for not coming to work?
Not going to work requires a good and genuine excuse. Your excuse could be a personal illness, family emergency, doctor’s appointment, or even work injury. Do not lie under any circumstances and only take permission honestly and respectfully. Keep in mind that you must communicate with your employer professionally and adhere to your company’s policies.
How do you tell your boss you can’t work today?
Professionalism is important when informing your boss that you cannot work today. You can approach the situation by notifying him promptly after confirming your schedule, choose the appropriate method of communication be it email or phone call as appropriate, explain the situation concisely and politely, offer a solution to minimize the impact of your absence, and follow the company procedures duly.
How do you say I am sick professionally?
I want to inform you that I am feeling unwell and will not be able to come to work today. It’s best that I take a day off to recover and be able to carry out my assigned roles efficiently. I hope to be back in the office tomorrow unless my condition worsens. If some urgent tasks or deadlines need immediate attention, please direct them to my colleague, Mr. Steve. He will fill in for me. However, if he can’t handle them efficiently, I will do my best to assist remotely. Thank you for your understanding.
How do I write an excuse letter for a family emergency?
I am writing to request permission for a temporary leave of absence due to a family emergency. I just got informed that my son got injured on the playground in school and has been taken to the hospital. I am heading there to be with him. I apologize for any inconvenience my absence may cause and I have delegated my ongoing tasks and responsibilities to my colleague Mrs. Lucas, to cover for me. I appreciate your understanding and support in this challenging time.
Conclusion
Finally, don’t forget that writing a permission letter should follow the rules of a formal letter.
