Drafting a giving permission letter can present significant difficulties. You must provide authorization for specific actions without leaving room for doubt or misunderstanding; results must be clear and irrefutable.If you are unclear about those permissions, recipients of the letter may under or overestimate the degree of permission. It is also vital your letter carry the full weight of the appropriate authority. Whether you are providing permission for the use of copyrighted materials or for your child to travel abroad with a family associate, the letter must indicate the source of and authority behind the permission for validity, in case it is ever challenged.Reduce risks by using our giving permission letter templates. We’ll guide you through the best way to achieve clarity and include complete information. We have multiple formatting options available, so you can choose the option best suited to your needs. Begin with the template below.
Giving Permission Letter Template
Following is a letter written by Alex Thompson. The firm is moving Alex and Alex’s family to another country, but Alex and the rest of the Thompson family will be traveling on different dates. Because the family is crossing country borders separately, Thompson’s spouse needs a letter giving permission to take the children to another country.
To Whom It May Concern,
I, Alex Lynn Thompson, give my permission for Hannah Zoey Thompson (born April 12, 2000) and Garrett Joseph Thompson (born June 24, 2004) to travel with Taylor Christian Thompson (born February 17, 1980), our children’s father. Taylor and the children will be traveling primarily by airplane and train to reach their destination.
The purpose of this travel is to relocate the family from Richardson, Texas to Freising, Germany for work with Clarkson International Marketing (Gruner Weg 8, 12345 Munich, GERMANY), beginning October 24, 2017, until further notice. Our children will reside with Taylor Christian Thompson at Schulstrasse 4, 12345 Freising, GERMANY. I will be traveling to reunite with the family on October 20, 2017.
Taylor Christian Thompson has my full permission to make medical decisions for Hannah and Garrett. In the event of emergencies, or if Taylor Christian Thompson is unable to provide instruction, please contact Jonas Lynn Thompson at 1-555-123-4567.
The United States of America issued Taylor Christian Thompson a visa on July 14, 2017. Cheryl Hammerlie completed this action at the Logan County Courthouse. The passport number is 457930445USA1234567M1234567890987654<123456. Included with this letter is a statement of notarization from George Reed at the Logan County Courthouse.
How To Write a Giving Permission Letter
The purpose of the giving permission letter is to grant specific legal authority to the recipient. These documents are often written pre-emptively, such as letters from parents granting teachers permission to take children on a field trip or letters granting permission to a divorced parent to travel with children. Requests for these documents sometimes come from a business asking for authorization to use trademarked material. In other cases, the letters satisfy the need for an official paper trail.
Follow the example of a giving permission letter template to proceed through the appropriate steps. First, get to the point as quickly as possible, providing specifics regarding everything included in the permission, such as who has permission, the timeframe, and any designated limits to the permission. Brevity and accuracy make it easy for readers to understand what the recipient may or may not do. In most cases, a single-page letter should be enough.
Next, be specific in the information provided. Include names, dates, times, and places appropriate for the type of permission you are giving. If the recipient must take any steps upon receipt of the letter, include exactly what the recipient needs to do. You may also need to include addresses, phone numbers and, any other official numbers or designations.
Format a permission letter as a traditional business letter, using the recipient’s name in the greeting. Address letters that give permission for children to travel with another adult with “To Whom It May Concern.” As in all business communications, maintain a professional and courteous tone.
Close your letter by referring to any documents you have included. Use this section to refer to any legal documents, such as notarization, the recipient may need in addition to your letter of permission.
What To Avoid in Your Giving Permission Letter
One common mistake made when giving permission is being unclear. For example, don’t waver concerning your position of authority or the specific purpose of granting permission. Instead, state your official designation and reasoning confidently. If you are giving permission for a babysitter to obtain medical treatment for your children, identify yourself as the children’s parent and state that the purpose of the letter is to give the babysitter appropriate authorization. Also included in this area is the use of specific information that doesn’t leave room for leeway. Provide the dates and times and any limit to the scope of decisions the babysitter can make.
Another mistake is to use a casual tone. Don’t slip into first person, write in slang or use contractions. Instead, maintain a formal tone. For example, rather than writing, “Joe can use my picture for work, but shouldn’t for school,” write “Joe Davis has permission to use the visual, ‘Office Staples,’ for the one-time use in his presentation on May 12, 2018.” Note the third person tense in the second sentence and the removal of contractions. It also provides the specific information mentioned above.
How To Follow Up After Sending Your Giving Permission Letter
Whether you follow up after sending your permission letter depends on the type of permission you’ve given. For example, if you have authorized another adult to travel with your children, you should contact the adult and/or your children to be sure they have safely reached their destination.
After sending permission for a business or individual to use your copyrighted material or given permission for a teacher to take your child on a field trip, you don’t need to follow up.
It is important to recognize that these letters are often legally binding. Although you do not necessarily need to follow up, you should definitely keep a copy of the letter for your own records.
Top 5 Giving Permission Letter Writing Takeaways
1. Maintain a formal tone throughout your document
The permission letter sample maintains a serious tone, avoiding the use of slang, contractions, and informal language. Always choose a professional tone when writing a document of this type.
2. Be specific regarding the terms of the permission
Clearly define permission by including names, dates, materials, and other factors. For example, when granting permission to use an image, list the exact title and define the parameters of use. You may only agree to letting the requester use your image in black and white documents, for example.
3. Only include relevant information
Trimming away unnecessary content increases the clarity of the document. Remember that a letter giving permission is often considered a legal document, so accuracy is vital.
4. Include any additional documents
If you are giving permission for another adult to make medical decisions for your child, you should include the child’s medical history. If you are writing a letter giving permission to a divorced spouse to travel with your children, some states require notarization.
5. Check and double-check for mistakes
Any spelling mistakes or errors in the document could lead to misunderstandings, making you responsible for the unintended outcome. For example, if you weren’t clear about the restrictions regarding the use of copyrighted materials, you could cost your business a lot of money and leave the door open for misuse of your content. Be sure to protect yourself from costly mistakes.
