Writing a permission letter can be difficult. There are ultimately no downsides if the letter ends up failing. However, when you truly believe it would be in your best interest to attend an event, you want to put your best foot forward and show your boss why you should attend.There are a number of events you may want to go to. From industry conferences to important meetings, attending the right events can do wonders for your career.Your boss may not invite you on his or her own, so a letter can make it clear you have interest in playing a more proactive role with the company. Use our permission document for event templates to learn how to format these notes and what information to include.
Permission Letter for Event Template
Jill Krecklow works for a film rental house that rents cameras, lights, and other pieces of equipment to studios in the city. Although the business is in Los Angeles, she has learned of a conference taking place in San Diego where a lot of professionals working in the film industry will be. Jill wants to ask her boss if she can take time off from her usual duties to attend the conference and network with potential clients. She believes this is a great opportunity to increase the company’s revenue, and she also needs some of the company’s equipment to set up a booth to properly sell the business.
Dear Mr. Hughes
I would like to attend the 2nd Annual Film Equipment Conference, which will take place from August 19th to August 21st at the San Diego Convention Center. I am requesting to take Friday, August 19th off from work and to have the funds necessary to stay in San Diego for the remainder of the conference.
This conference will feature many industry professionals who do business throughout Southern California. Last year’s event attracted over 500 individuals, and the event’s website states they expect to have even more people this year. I believe this could be a great opportunity to extend our company’s reach.
The cost to attend this event will include travel expenses, the registration fee, hotel costs, parking, and food. I have done the math myself, and I believe this trip will cost around $500, and I will do everything within my power to ensure the expenses do not exceed that amount. I am confident you will view this as an advantageous opportunity and investment. Contact me at jkrecklow@email.com if you have any additional questions.
Sincerely,
Jill Krecklow
How To Write a Permission Letter for Event
The goal of writing this letter is to attend an event. More than that, the goal often is to have your company reimburse you for expenses and allow you to take time off work to attend an event. This goal will be a lot easier if the event is somehow related to your profession, but it is still tough to get employers to agree to this.
First, it is vital to remember to be direct. There is no point to beat around the bush or write a letter that is several pages long. The first sentence in the document needs to be about how you want to attend the event and what exactly it is. There is no need to talk about how you are emotionally invested in it; you simply need to provide the facts.
To increase your odds of success, you should include as many specifics as possible. This means including the name of the event, the dates it will take place, and how much money (if any) you need to attend. The permission letter for event template above provides all such information. The final point is arguably the most important. Before sending in your note, do your research to see how much expenses will be. Your employer will be more likely to approve a request if the cost will actually be lower than initially anticipated.
Finally, you want to remain courteous throughout the note. With this letter, you’re asking your boss a big favor, and you do not want to give him or her a reason to refuse. Make the benefits of this event clear.
What To Avoid in Your Permission Letter for Event
A huge mistake to avoid is being too informal. You always want to send a document rather than simply popping into the employer’s office and casually asking for permission. You want to show you are easy to work with and are not going to cause problems with this excursion. Part of being formal means giving your boss plenty of advanced notice before the event. It is good to send in the letter at least a month before the event rather than the week before.
Additionally, you do not want to forget to include specifics. The financial costs are paramount to granting permission. You can even go a step further than the template and provide a detailed breakdown of what each expense will cost. Your supervisor may approach you and ask if there is any way for you to bring the costs down, and you should be as compliant as possible. Even if it means staying at a less-than-stellar hotel, it could be worth it to attend the desired event.
How To Follow Up After Sending Your Permission Letter for Event
At the end of the letter, you should provide your contact information for your boss to get in touch with you. Hopefully, you will hear back within a day or two. You do not want to annoy your supervisor with the request, but if you do not hear anything back after a week, then it would be prudent to reach out again. Your employer may simply be taking his or her time reaching a decision.
In the event your boss approves your request to leave, it is courteous to inform your co-workers when you will depart. They may need to pick up some slack for a day or two, and you do not want them to receive surprises.
Top 5 Permission Letter for Event Writing Takeaways
1. Dive right into your main point
When asking your employer for a favor, you do not want to bury the message halfway through the letter. At the very top, you want to state what event you want to attend and how it will be beneficial.
2. Provide reasons to attend
You want to make it clear how the company benefits from you going to this event. Why are you the best person to go? What knowledge will you acquire? These are the questions to answer.
3. Keep it brief
While you want plenty of specifics, there is no need to go overboard. Stick to the facts, and make your case in a clear, concise manner. Ultimately, this letter should only be about one page in length.
4. Include expenses
It can feel awkward talking about getting company money with your employer. Show what the money is going toward, and break down each expense into separate categories.
5. Inform your boss how to follow up
Provide your contact information at the end of the letter. You can also make it clear you can offer additional information if necessary or can work extra hours before the event to make up for your absence.
