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Site Visit Authorization Letter – Sample Authorization Letter for Site Visit

(Sender’s details) ____________ ____________ ____________

Date: __/__/_____ (Date)

(Receiver’s details) ____________ ____________ ____________

Subject: Site visit authorization

With reference to your request for the site visit to ________ (mention purpose – understand the scope of work/ take defective material/ collect documents/ conduct training etc./any other), please note we have approved and authorized the entry as per the following details:

Name of the Person Authorized for Visit: ____________ (authorized person) Date & Time: _________ (entry date and time) Contact Person: ________ (contact person available on site)

In case of any query , kindly contact at _________ (contact number)

_________ (Your Name) _________ (Designation)

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Permission Letter For Industrial Visit

Last Updated On March 18, 2020 By Letter Writing

A permission letter for an industrial visit is a formal request to the authorities of the company to allow students to visit. It is used to notify the relevant people of the intention to visit and why the industrial visit is important. This is a formal document that a company can use to make arrangements for receiving visitors on a particular day. It also gives other details of the expectations and outcomes of the visit.

Tips for writing a permission letter for industrial visit

• Introduce your school to the relevant authority
• Mention precisely the purpose of the industrial visit
• Describe how the visit relates to the curriculum
• Give the number of students and teacher who will attend
• Mention other relevant details like the students’ grade
• Inquire about things like insurance for the students

Permission Letter For Industrial Visit Templates

Are you a teacher and you wish to take your students for an industrial visit? Here is a permission letter for industrial visit and sample letters that you can use to craft a professional request letter.

_____________

Date (date on which letter is written)

________________

Sub:_________________________________________

Dear _________________,

On behalf of ____________ school where I serve as the  ____________, I wish to request for permission to conduct an industrial visit at your company ____________. Our school is reputed at providing quality education in the various  courses in ____________ (location).

We wish to undertake an industrial visit at your company on ____________ (date) ____________ (time)  to acquire practical knowledge in ____________. Our academic curriculum focuses on engaging students in practical experiences to observe the implementation of what they are taught in school. We believe that your company will give our students relevant knowledge during this visit.

A group of ____________ students in ____________ year and ____________ faculty members intend to participate in this industrial visit. Kindly make arrangements for a tour in the relevant departments in your company.

Please allow us to conduct an industrial visit to your company and meet your skilled employee. Kindly contact us on ____________ if there are other requirements for the visit.

Thank you in advance.

Yours faithfully,

(__________________)

Date :_________(date on which the letter is written)

Subject: Permission Letter

Dear Mr./Ms./Mrs. ___________(Name),

I am writing this letter on behalf of the ________ (Department) as the _________ (Designation) at __________ (Name of school/college), seeking your permission to conduct an industrial visit to your company, _________ (Name of Company) on ________ (Date), ________ (Day). ________ (Name of School/College) is a well-reputed educational institution in ________ (Location).

There would be _____ (Number of visitors) visitors, including ____ faculty members. Being students of _________ (Subject of study), this visit would help in better understanding of various concepts. The purpose of this visit is ________ (State purpose). We intend to take a round of the entire industry and show the tasks handled in different departments of our students.

Kindly grant us permission for the industrial visit and make the necessary arrangements for the same. We look forward to a positive reply from your side.

Thanking You,

Yours Sincerely,

___________ (Name)

___________ (Designation)

Permission Letter For Industrial Visit Samples

Is it your first time to plan for an industrial visit for your students? Check out a permission letter for an industrial visit that you can customize to write a good letter to the relevant authorities of a company.

Kathryn Gallegos,

Odenton University

9756 High St.

Odenton, MD 21113

United States

Date:____________ (Date on which letter is written)

Jeannette Spears,

Wethersfield Tea Factory

78 Oak Meadow Circle

Wethersfield, CT 06109

Sub; Permission letter for industrial visit

Dear Ms. Spears,

I hereby write this letter on behalf of the faculty of food processing in Odenton University as the faculty head. I wish to request permission to conduct an industry visit in your company Wethersfield Tea Factory on 11 th March 2020. 

Odenton is an esteemed university in Maryland, United States at providing quality education to students in various subjects including Food Processing and Safety. The group visiting your company includes 40 third-year students and four faculty members. 

The purpose of this visit is to engage students in practical experience in the processing of food and packaging as this is part of the curriculum. We hope to learn about all the levels of production and the food safety measures taken at each stage.

Please get back to us with a response and any requirement needed [email protected] . Kindly grant us permission to conduct an industrial visit to your company.

Thank you. 

Kathryn Gallegos

Jay Pritchett,

Associate Professor, Amel College of Engineering, New York.

Date: 16th November 2016

Grace Simons,

General Manager, CKL Industries, New York. Subject: Permission Letter

Dear Ms. Simons,

I am writing this letter on behalf of the Department as an Associate Professor at Amel College of Engineering, New York, seeking your permission to conduct an industrial visit to your company, CKL Industries, on 25 November 2016, Friday. Amel College of Engineering is a well-reputed educational institution located in New York, famed for its infrastructure, faculty, and alumni. We have produced many prominent individuals in the field.

The group would be thirty-two visitors, including two faculty members. Being students of engineering, this visit would help in a better understanding of various concepts. The purpose of this visit is to enhance the students’ knowledge and provide them with a proper understanding of the functioning of the industry. We intend to take a round of the entire industry and show the tasks handled in different departments of our students.

Jay Pritchett Amel College of Engineering

Permission Letter For Industrial Visit Email Formats

Companies require education institutions to make requests for industrial visits. Check out our free permission letter for an industrial visit in an email format that will get you started with writing the letter.

Dear Sir/Madam,

I hereby write this letter to seek permission to conduct an industrial visit in your company Cytonn Real Estate based in New York, United States on 7 th April 2020 at 9 am. I am a lecturer at Manchester University with the faculty of Built Environment and Development. We wish to visit your company to get an insight into operation in real-life situations.

A group of 50 students in the first and second year and three faculty staff will take this industrial visit. Our curriculum entails training students on real estate development and management. The purpose of this visit is to give the students a practical understanding of what is done in real life. We also intend to take a tour of all the departments of your company and learn about their roles.

We hope that you will allow us to take this industrial visit with our students. This will be a great opportunity for the students to understand the practical implementation of what they are taught in class. Please let us know if there any requirements that need to be met to conduct the visit.

We look forward to your permission to conduct the visit.

Kind regards,

Francesca Gentry

When organizing an industrial visit to a company, it is important to request permission before visiting. This will enable the relevant authorities to prepare your visit and inform you of any requirements before the visit. 

In such a letter, you should give details of the students intending to visit, the purpose of the visit and how it is relevant to the curriculum. The letter should demonstrate politeness and professionalism.

Related Letters:

• Travel Permission Letter
• Copyright Permission Letter
• Permission Giving Letter
• Permission To Play Sports Letter
• Field Trip Permission Letter
• Permission Letter

Sample Permission Letter Format for Industrial Visit

[As the name implies, a permission letter for an industrial visit is written to request permission for an industrial visit as part of the educational system. It is used to notify the appropriate people of the intention to visit and the importance of the industrial visit. A permission letter for an industrial visit is a formal request to the company’s authorities to permit students to visit. This is a formal document that a business can use to make plans for receiving visitors on a specific day. It also includes information about the specific time schedule so that the relevant industry can make the necessary preparations.]

Sender/Your Name…

Job Position/Principal…

Date: DD/MM/YY (date on which letter is written)

Receiver name…

Job Designation…

Company name and address…

Sub: PERMISSION LETTER FOR INDUSTRIAL VISIT

Dear (Sir/Name),

On behalf of (Institute name) where I serve as the (Job Position), I wish to request for permission to conduct an industrial visit at your company (Name). (Describe in your words). Our (school/college/institute) is reputed at providing quality education in the various courses in (location). (Describe all about the situation).

We wish to undertake an industrial visit at your company on (date) and (time) to acquire practical knowledge in (Specific subject area). (Explain your requirements). Our academic curriculum focuses on engaging students in practical experiences to observe the implementation of what they are taught in (Institute). (Describe on related curriculum).We believe that your company will give our students relevant knowledge during this visit.

A group of (Subject and department Name) students in (Related year) year and faculty members intend to participate in this industrial visit. (Name of selected teachers and students’ name). Kindly make arrangements for a tour in the relevant departments in your company.

Please allow us to conduct an industrial visit to your company and meet your skilled employee. (Cordially describe your greetings and expectation). Kindly contact us on (Contact info.)  if there are other requirements for the visit.

Thank you in advance.

Yours faithfully,

Institute Name…

Contact Info. and Signature…

Another Format, [Email Format]

TO: Receiver Mail address, [email protected]

From: Sender mail address, [email protected]

Subject: Permission Letter

Dear Mr./Ms./Mrs.  (Name),

I am writing this letter on behalf of the (Department name) as the (Job Designation) at (Name of school/college), seeking your permission to conduct an industrial visit to your company, (Name of Company) on (Date), (Day). (Describe in your words). (Name of School/College) is a well-reputed educational institution in (Location). (Describe all about the situation).

There would be (Number of visitors) visitors, (Name of selected teachers and students’ name) including faculty members. Being students of (Subject of study), this visit would help in better understanding of various concepts. (Describe on related curriculum). The purpose of this visit is (State purpose). We intend to take a round of the entire industry and show the tasks handled in different departments of our students. (Specific subject area).

Kindly grant us permission for the industrial visit and make the necessary arrangements for the same. (Cordially describe your greetings and expectation). We look forward to a positive reply from your side.

Thanking You,

Yours Sincerely,

Contact Info…

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Visit Request Letter

[Your Name]

[Your Address]

[City, State, Zip Code]

[Email Address]

[Phone Number]

[Recipient's Name]

[Title/Position]

[Company/Organization Name]

Subject: Visit Request

Dear [Recipient's Name],

I hope this letter finds you well. My name is [Your Name], and I am writing to request the opportunity to visit [Company/Organization Name] at your earliest convenience. I am keenly interested in learning more about your company's operations, services, and culture, and I believe that a personal visit would provide invaluable insights and knowledge.

The purpose of this visit is to:

1. Gain a deeper understanding of your products/services and how they cater to customer needs.

2. Explore your company's innovative approach and strategies in the [industry/domain].

3. Observe your work environment and company culture to identify potential areas of collaboration or best practices.

4. Meet with key members of your team to engage in meaningful discussions and exchange ideas.

5. Discuss the possibility of establishing a mutually beneficial relationship between our respective organizations.

I am flexible regarding the date and duration of the visit, and I am willing to accommodate your schedule. Ideally, I would appreciate the opportunity to spend [half-day/full-day] on the proposed date to ensure a comprehensive experience. Please let me know your availability and any specific requirements for the visit.

As a [your designation/role] at [your organization/company name], I believe that our businesses share complementary goals and visions. A visit to your esteemed organization would undoubtedly enhance my understanding and positively impact the way we operate.

I assure you that any information shared during the visit will be treated with utmost confidentiality and used solely for the purpose of improving our business relationship and practices.

Thank you for considering my request. I look forward to receiving your positive response. Should you have any questions or need further information, please do not hesitate to contact me via [phone/email].

Thank you for your time and consideration.

Emails In English

Email Sample, Free to Use Email Templates

Permission Email to Visit Company – Sample Email Requesting Permission to Visit Company

To:        _________@____.__ (Receiver’s email address) Bcc/Cc: _________@____.__ (Bcc/ Cc receiver’s email address)

From:   _________@____.__ (Sender’s email address)

Subject: Request for Company Visit Permission

Dear Sir/Madam, I am writing with the utmost respect to inform you that I am working in _________ (company/ school name) and I have been serving as _________ (designation) for the last _________ (duration).

Through this email, I would like to bring into your kind consideration that we are willing to organize a company/ factory visit to your company on __/__/____ (date). I want to request you to kindly allow us to enter your premises and conduct the visit. This will be helping us in learning better technologies and gain practical knowledge about the procedure.

I expect to hear back from you at the earliest. In case, feel free to contact me at contact number _________ (mention contact number).

Thanking you, __________ (Name), __________ (Designation), __________ (Contact details)

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Surgical English pp 297–299 Cite as

How to Write a Letter Requesting a Visit

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The first step in arranging to visit a center recognized in your specialty is a letter requesting permission.

Whether you are planning to work there, to ask for a fellowship, or to simply pay a short informal visit to a center of excellence, you will have to get in touch with the hospital and obtain their approval. Bear in mind that most likely they will not know anything about you; they may have heard of your chief of surgery, if he or she is well known in the field and may know something basic about your country or even your city, … but that's all. With a single letter, you have to overcome possible misperceptions about your level of expertise, your intentions, or even your city of origin.

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Reina Sofia University Hospital Serv. Radiología, Córdoba, 14005, Spain

Ramón Ribes

Cardiovascular Surgery Department, Hospital Regional Universitario Carlos Haya, Málaga, Spain

Pedro J. Aranda

C/ Mossèn Cinto Verdaguer 19, 2-7, Sentmenat, 08181, Spain

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(2009). How to Write a Letter Requesting a Visit. In: Ribes, R., Aranda, P.J., Giba, J. (eds) Surgical English. Springer, Berlin, Heidelberg. https://doi.org/10.1007/978-3-642-02965-3_16

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• Permission Letter Format

A permission letter can be written for a variety of reasons, including requesting leave to go on vacation, attending a ceremony, granting permission to use someone else’s copyrighted work, and so on. In any case, knowing how to draft a permission letter is critical to ensuring that the recipient has the authority to carry out a specified action without legal repercussions. In this article, we will look at the permission letter format along with its sample letters.

Permission Letter

A permission letter is a formal letter submitted to higher authorities seeking authorization for a specific condition or forthcoming intentions. Always remember to address the letter to the correct person, who has the ability to grant authorization. The language of the letter should be formal and simple; polite terms (may I, could I, shall I) should be used to convey the purpose of the message.

Guidelines to Write a Permission Letter

• Keep the letter free of grammatical faults and errors.
• Make sure the wording used in the letter is formal and to the point.
• Send your request to the appropriate authority.
• Please provide your contact information for future reference.
• Make certain that the information you submit, such as your address and contact information, is correct and accurate.
• Avoid missing the most vital topics by being explicit and addressing your reasons for writing the letter.
• It’s a good idea to print a duplicate or three copies so you have one for your records.
• Sign permission letters by hand using only black or blue ink.

Recipient’s Name

Recipient’s Designation

Recipient’s Address

Subject: Requesting permission for ____________

Body of the letter: The first paragraph can describe the letter’s purpose, while the second paragraph can focus on the specifics of the situation at hand.

• Complimentary Closing

Sender’s Name

Contact Details (if necessary)

Permission Letter Samples

Sample 1 – letter of permission for leave from work.

Senior Project Manager

ACL Technologies

Mumbai – 20

10 th November 2021

Subject: Requesting Permission for Granting Leave

My name is Ravi Mishra, and I work in your team as a Senior Software Developer. And I’m writing to ask for permission to take a three-day leave from November 20th to November 23rd. The reason for my leave is that my cousin is getting married, and I need to travel out of town; the journey will take one day each way.

I will complete the tasks allocated to me, and my absence will have no effect on the ongoing project. For that time, my colleague, Prakash Jha will handle the remainder of the task in my absence.

Looking for a favourable response from you.

Thanking you,

Yours Sincerely,

Ravi Mishra

Senior Software Developer

Explore More Sample Letters

• Leave Letter
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• Joining Letter After Leave
• Invitation Letter for Chief Guest
• Letter to Editor Format
• Consent Letter
• Complaint Letter Format
• Authorization Letter
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• DD Cancellation Letter

Sample 2 – Letter of Permission to Work as an Intern

CubiQs Pvt. Ltd.

5 th January 2022

Subject: Seeking Permission for working as an Intern

Respected Sir/Madam,

I am Joel Johnson, a final year student of IT Engineering at XYZ Institute of Technology. I’m writing to express my desire to serve as a Backend Developer intern for your organization for three months. I’ve been learning everything there is to know about coding and have been hoping for an opportunity to work with a thriving firm like yours.

I request you to kindly allow me to be a member of your Development team as this would be an excellent opportunity for me to learn everything there is to know about being a Developer and help me take a significant step further in shaping my future career. I commit to trying my best, dedicating my time to learning, and putting what I learn into practice throughout my time there. I am also sending my résumé, and I am prepared to go through an interview round to demonstrate my abilities and tenacity.

Looking forward to hearing from you.

Joel Johnson

Sample 3 – Copyright Permission Request Letter

Anglo Indian Café

34 th Street, Della Adventures

3 rd April 2022

Subject: Request For Use of Copyrighted Material

Dear Sir/Madam,

I hope you are well as I write this letter. I’m writing to ask for your formal permission to combine and use the video bytes I shot of your stylish cafe as a YouTube video on my channel.

I am a Vlogger, and your café is one of the greatest in town. If you grant us permission, I would like to promote it in my YouTube video. I truly appreciated your great cuisine and how attentive you were to your clients.

If you allow me permission, I will ensure that all copyright credits are given to you, and I feel we will both profit from our collaboration. At the bottom, I’ve included my email address and a link to my YouTube account.

Thank You For Your Time and Consideration

Frequently Asked Questions

Q1. What exactly is a permission letter?

Answer. A permission letter is an official letter issued to request permission from your superiors to do or go somewhere. The purpose for requesting permission could be anything, such as requesting leave for vacation, going on a trip, attending a ceremony, and so on.

Q2. How should a Letter of Permission be written?

Answer. Permission letters should be authentic and truthful to the best of your ability. Be specific with your reasons and facts before writing an appealing letter. When writing a permission letter, make sure to include appropriate subject lines and closes.

Q3. What is the Permission Letter Format?

Answer. The Permission Letter Format is as follows:

• Correct heading
• Address the intended recipient
• Recipient’s Address
• The Letter’s Body

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Site Visit Invitation Letter: 4 Templates

From time to time, site visits and inspections need to be conducted for various purposes. In order to invite the concerned persons for the site visit, you should ideally write a letter of invitation. But do you have the time to concern yourself with this trivia? Do not worry.

We are here to help you. Simply go through the templates written below and you shall get a perfect letter. These templates are written by our expert writers and shall convey your point in a concise manner. 

Letter Template: 1

Table of Contents

Site Visit Invitation Letter

Your Address

Street, City, State

[Mention the name]

[Mention the address]

City, State, Zip-code

Subject- Letter of invitation for a site visit

Dear sir/madam

This is [mention the name] and I work as the [designation details] for the esteemed company named, [mention the name]. I am writing this letter to invite you to the site visit. The company is waiting for you and it will be helpful if you tell us the decided date of your visit.

You can visit our site on any weekdays. We would also like to know about the number of visiting members. We are expecting your visit by the coming month so that we can easily move forward with other business dealings after the site visit. 

We will be waiting for your response. We will be obliged if you honor our invitation. Thanking you in anticipation.

Yours Sincerely

[Name of the sender]

Download Template : ( pdf, docs, ODT, RTF, txt, HTML, Epub, Etc )

Letter Template: 2

Site Visit Invitation Letter Sample

[Mention the full name of the sender]

[Mention the address of the sender]

[Mention the relevant date]

[Mention the full name of the recipient]

[Mention the address of the recipient]

Subject – Letter of Invitation for A Site Visit

Dear [mention the relevant salutation],

This letter has been written to inform you that our company has prepared the site for you to come and have a visit at.

It would be very nice of you if you can kindly tell us the date on which you can visit the site so that based on your decision we can decide whether or not to carry forward with the project.

If you are unable to provide us with a date within the next few weeks then we would be forced to put any future work on your project on hold or may even have to cancel your project totally.

In either case, you would be required to refund all the expenditure undertaken by the company, on the project, on your behalf within two weeks of any of the two above-mentioned decisions as per the terms and conditions of the contract. Failure to do so will result in court proceedings against your company.

We hope that just like us you would be interested in avoiding all the hassle associated with court proceedings and settling the matter in a more dignified manner.

The decision is up to you. We will be waiting for an immediate response.

Yours sincerely,

Letter Template: 3

Site Visit Invitation Email

It is being notified to your company that the site at [mention the relevant location name] has been properly prepared for your visit, and you can inform us of when you want to visit the site.

It would be beneficial to both parties if the decision regarding the site is made as quickly as possible so that further work on the project can be undertaken with proper thought and there is no unwarranted delay in the completion of the said project within the required period.

All the suggestions put forward by your company in the previous meeting have been assessed by our [mention the relevant details] team, and we have used the ones that seemed useful to improve the site for the proper establishment of the concerned project.

So you can rest assured that all your worries have been addressed and the site is ready for work to start on the said project, pending your approval for the same. So we expect to hear from your company soon so that any further delay is avoided.

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Answer Last Updated: Jul 25, 2019 Views: 2466

Yes, the IRB provides templates for both requesting site permission and for the site to use to grant permission.  Note that these templates are to guide you in preparing the request and to provide to the site an example of what the permission letter should look like. They are not intended to be downloaded and filled out. 

Most importantly, the site permission letter must be printed on site letterhead and hand-signed by the appropriate signatory. Additionally, the letter must be dated within 6 months of IRB submission and detail what activities the site allows the research conduct.

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• Permission Letter Format

Permission Letter Format and Samples

Seeking permission for something that you want to do or somewhere you want to go during your office hours or to take permission for a particular course of action is something that you will have to do every once in a while. This article will give you an idea of how to write a permission letter in English. Also, go through the different permission letter samples for your reference.

Table of Contents

Writing a permission letter, letter of permission from work, sample letter of request for permission to attend the training program, letter to hod for permission to practise for the interdepartmental competitions, faqs on permission letter format.

A permission letter is an official formal letter written to higher authorities in order to seek permission to attend an event, use a facility, ask for leave, etc. A permission letter should be written in a polite tone. Take care to write the sender’s and receiver’s addresses accurately along with the date on which the letter is written. Sometimes, the sender’s address need not be mentioned when both parties are very familiar with each other.

The subject line mentions the purpose of the letter followed by the greeting or salutation. The body of the letter should explain the reason for which you are seeking permission. Mention the signature, name and designation of the sender while closing the letter.

Permission Letter Samples

Read through the sample permission letters to help you understand better.

The Manager

BLP Technologies

Indira Nagar

Bangalore – 560038

29 th December, 2021

Subject: Requesting permission for half day leave

I am writing to request permission to take a half day’s leave from work tomorrow as I have to be present at the Parent-Teacher meeting. The meeting will be held at 2pm.

I have a document to proofread that is due tomorrow. I will see to it that I finish it by 12 pm tomorrow and submit it for further review before I leave for my son’s school. I request you to kindly consider my request and allow me a half day leave for tomorrow.

Thanking you

Yours sincerely,

Assistant Editor

5/86, NBC Avenue

Coimbatore – 641023

January 3, 2022

The Editor-in-Chief

The Times of India

Coimbatore – 641056

Subject: Seeking permission to attend the training program

I am Jeremy Johnson, a final year student of BA English at GRD College of Arts and Science. I am writing to you to express my interest in the three-month training program that will be conducted from February to April. I have been learning all about journalism and have been waiting for an opportunity to work with an esteemed newspaper.

I request you to kindly permit me to be a part of your training program as this would be a great opportunity for me to learn all about being a journalist and a step that would help a great deal to shape my future career. I promise to do my best, dedicate my time to learn and put into practice whatever I learn during my time there.

Looking forward to hearing from you.

JEREMY JOHNSON

5 th January, 2022

Dr. Neelaveni

The Head of the Department

Jawaharlal NehruCollege of Engineering and Technology

Kukatpally, Hyderabad

Telangana – 500085

Subject: Request for permission to practise for the Interdepartmental competitions

Dear Ma’am,

I am writing to bring to your notice that the Interdepartmental Competitions will be held from the 24th to the 31st of January, 2022. We have asked students to sign up for the various competitions. It is a good opportunity for all our students to showcase their skills and talents.

We have to conduct auditions and start practising. Kindly permit us to use the Main Hall for the same. Also, please provide the students with on-duty so that they do not lose their attendance. We will make sure that the students who would be part of the competition do not miss out on the classes or any academic projects.

Yours faithfully,

Assistant Professor

How do I write a permission letter?

When writing a permission letter, you can follow the general format of a formal letter. You can start with the date, sender’s address, followed by the subject line. This is followed by the salutation, body of the letter and the complimentary closing.

How do you ask for permission in a formal letter?

You have to make sure to use formal language in a permission letter. Specify the reason for which you are seeking permission clearly, and do not miss out any details. Be kind and polite in your writing.

What is a permission letter?

A permission letter is an official letter that is written to request permission from your higher authorities to do something or go somewhere.

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How To Write an Email to Ask for Permission Politely

The most common reason to write a permission request email is in the publishing and media industry, when you are requesting to use a portion of another person’s work in your own. You may also need permission to use certain resources like company accounts or venues.

When writing an email to ask for permission, be clear about what you are asking permission to do, ask for clear consent either via reply or signature, and thank the recipient for their time.

To politely ask for permission, you’ll want to make it clear in your subject line what you are requesting. If you are greeting the recipient for the first time, use their first name or title (such as Dr. or Professor ). If you are reaching out to someone you already know, greet them as you typically would.

Then, make a specific request for permission. You’ll want to include what you are asking to use, when you intend to use it, and how you intend to use it. In the case of requesting copyrighted material use, include a copy of the full segment you would like to use.

Though it’s not strictly necessary, it might be a good idea to include a reason for why you are asking for permission for this particular venue or piece.

Ask the recipient to reply to your email with confirmation or, in the case of copyrighted works, return a signed form for your records. Thank them for their time and sign off with your name and contact information.

Permission Request Template

You may choose to use and adjust this template for your permission needs.

SUBJECT: Request for Use of [Item/Place]

Hello [Name],

I am writing to ask if you would allow me to use [Work/Place] for the purpose of [Describe usage]. I make this request to you because of [Reason].

[FOR VENUE ASKS] I plan to hold this event on [Date] at [Time], and expect [Number] guests and staff to be in attendance. [Other details such as catering, presence of alcohol, etc.]

[FOR COPYRIGHT ASKS] I would like to include this segment of the work:

[Full Segment]

Please reply to this email with your answer, whether positive or negative. [FOR COPYRIGHT ASKS] I would also request that you send a signed copy of your response either digitally or physically to [Address]. Thank you very much for your time, an if you have any questions, please feel free to contact me to discuss.

[Contact Information]

If you’d rather give your recipient a more concrete “contract” or signature page, you may include a separate form that they can print, sign, scan, and return. If you do this, you might choose to specify that you would like them to reply to your email and sign.

Here’s a signature template you may choose to include.

I, ______, do __ do NOT __ grant [Your Name] permission to use my work, [Title of work], for the purpose of [Purpose].

__________________

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