Drafting a permission letter is difficult. You need to impart the necessary information in a well-written and insightful document to increase your chances of approval.You might find it difficult to know what details to include. Include too few, and you run the risk of a denial. However, you do not want to waste your time, and that of the recipient, with excessive information. This could lead to the recipient not reading the letter, and thereby not completing the request for permission.Rather than struggling with crafting your letter from scratch, use one of our letter of request for permission templates found below. There are several formats from which to choose, making it easy to find the right one for your situation. Additionally, you will discover the right way to word your request to increase your chances of a successful appeal.
Letter of Request for Permission Template
Deanna penned this permission letter to Mr. McConnelly, a private collector, to request permission to review and document his collection of rare books for her doctoral dissertation. Deanna knows he does not readily provide that request, and she does a great job of detailing her research needs in a professional tone for a more successful result.
Dear Mr. McConnelly,
I am currently undertaking a doctorate in Early Modern studies at the University of California, Berkeley. I feel that your private collection of rare books and letters from this time period, including a Shakespeare folio and several letters from theatergoers, will be invaluable to my studies.
My dissertation compares the experience of the groundlings during the Elizabethan and Jacobean eras to demonstrate the impact of the different monarchs on entertainment for the common person. I plan to include some details on the theater experience of other classes as well. Your letters describe firsthand experiences I believe will greatly enrich my work, especially if I include photographic copies of the letters.
I plan to spend the entirety of March in England for additional research. I hope we can schedule an appointment during my trip. I have the flexibility to work around your schedule. I will need to know your answer by mid-February so I can plan the rest of my trip. In addition to an email reply to set up our meeting, I also would appreciate a signed permission form to photograph the letters and include them in my work, including any published version.
I recognize that you limit the number of researchers granted access to the works to protect the integrity of the items. I hope that you consider my request. Thank you for your time and consideration.
Thank you,
Deanna Morales
How To Write a Letter of Request for Permission
A letter of request for permission’s purpose is to convince the recipient to grant you the access or authority you require. As such, you want to balance your tone so you avoid sounding demanding and excessively entreating. It is best to remain concise and to the point while providing the important details. One page should suffice; remember, you can answer additional questions at a later time.
Begin with a formal salutation with the person’s name. Then, proceed right into the basic details of for what you are asking permission and the reasons why. Once you have addressed the initial overview, expand on any essential information. Do not include anything superfluous; still stick to the most important facts. For example, the letter of request for permission template above provides a quick overview of the request, the requirement of the letters for her research, and then describes in a little more detail the reason why she feels reviewing the documents would assist her research.
Once you have sufficiently explained why you need permission, provide details as to the steps the recipient needs to do, such as sign a formal permission slip or simply respond with an affirmative or denial. If there is a time limit, then include that information as well.
Close with a statement of gratitude, thanking the recipient for taking the time to read your letter and consider your request. Additionally, include preemptive thanks for providing you permission. Ensure that you include your contact information. Do not forget to include any forms they might need, such as a permission slip. This letter is the first step towards approval for your request.
What To Avoid in Your Letter of Request for Permission
One of the biggest mistakes people make writing this type of letter is to send the permission request without sufficient time for the recipient to consider and fulfill the appeal. The lee time required depends on the type of permission. Teachers sending a letter to parents for permission to take their child on a field trip might only need a couple of weeks, while publishers requesting permission to include copyright information in a publication might need several months. Determine how much time is reasonably required to fulfill your request and then send the letter within this period.
Another common mistake is trying to manipulate the reader into providing permission. This often incorporates hyperbolic language and emotional pleading. Instead, focus on the facts. Typically, facts go a long way in helping your cause. You also do not want to apologize for the inconvenience. Even though this appears to be a kind gesture, it only illuminates the work involved. Instead, remain confident in your request and impart gratitude.
How To Follow Up After Sending Your Letter of Request for Permission
After sending your letter of request for permission, provide ample time for the recipient to read and review it. Make sure you perform research to ensure you send the letter to the person in charge of the decision-making process from the get-go. This reduces the amount of work you have to do during the follow-up period.
After an adequate period of time, you can send another letter as a follow-up if you have not heard back from the appropriate person. In many cases, it is also suitable to contact the person by telephone.
Most importantly, once you have received the final decision, accept it, even if it is a rejection. Avoid burning bridges because you threw a tantrum after not getting your way. If you feel it is proper, you can write a letter asking for the reason behind the denial.
Top 5 Letter of Request for Permission Writing Takeaways
1. Stick to the most crucial details
Don’t bore the reader with unessential details. Write a message clearly stating your reasons for requesting permission but remain within one page.
2. Retain a formal and courteous tone
Even if you know the person to whom you are writing, use a formal tone. This imparts the seriousness with which you take the request. Ensure your tone also remains courteous and unassuming, demonstrating you recognize that you are asking for a favor of the recipient.
3. Do not beat around the bush
It is tempting to explain your reasoning for the request in such a way that your reader loses sight of the actual application. Instead, be straightforward from the beginning as to for what you require permission.
4. Inform the reader of the action they need to take
The recipient of the letter needs to know how to act, whether they agree to your request or deny it. Be sure to add a section in the letter that details what you expect him or her to do. This could be filling out a form, responding to an email, or providing a verbal answer. Include any documents that need filling out, as well as detailed instructions, to make it easy on the recipient.
5. Give ample time
Send your letter for permission with ample time for the recipient to take action. You do not want to make him or her feel rushed because there are only a few days to make a decision.
