A well-written letter, like the permission letter format below, plays a big role in how your boss views you. For example, if you create a note that uses jumbled phrases and jumps from one random thought to another, your boss may not take you seriously. In fact, a poorly constructed letter could turn your employer’s opinion of you negative. However, if you craft a well-thought-out document, your boss will understand what you want and may have a stronger inclination to give you the permission you seek.

You don’t have to be a letter-writing savant to create a document worthy of your pride. Use the example and writing tips below as you set out to create your own professional correspondence. With the right ideas, anyone can write a standout letter with the best formatting.

Permission Letter Format

Below you’ll read a permission letter written by Asuna Luis. As a dedicated teacher with over a decade of experience, Asuna knows getting permission to take her class on a field trip requires some work. She realizes a paper trail can help her showcase the efforts she has made to get the trip approved, which may help her with the potentially long approval process.

Even though Asuna has been with the same school for most of her career, she understands the need to write an informative and engaging permission letter as she attempts to plan an educational trip for her students.

Dear Principal Walters,

In the upcoming school year, I would like to take my 5th grade class on a field trip to the field and history museum in town. This museum gives students a hands-on learning experience where they can build a T-rex replica and play in artistic renditions of ancient villages. It has proven a great learning success when we were able to go in past years.

For this trip, I will need your permission and the permission of the school board along with a few other provisions, including:

• One school bus
• One bus driver
• Two additional chaperones, preferably a male and female
• $500 for the tickets

The trip will take an entire school day to ensure the students get enough time in the museum.

I would like to take this field trip in February, which means it needs to get approved by December 15. This gives you and the school board five months to go over the pros and cons of this trip to determine your answer.

If you need any more information about the proposed trip, please feel free to email me at [email protected]. Thank you for looking over my proposal.

Sincerely Yours,
Asuna Luis

Is This a Good Permission Letter Format? Let’s Check

1. Does the permission letter make the reader’s duties clear?

Yes! The writer made sure to spell out exactly what she needed from the principal. Not only does she outline the need for approval from the principal and the school board, but she creates a list of other necessary items, such as chaperones and funds, required to pull off the intended field trip. She even reiterates her contact information to make the follow up process simple. While your reader may not have the same things to do, you should include any deadlines to ensure everyone understands the timeline.

2. Does this permission letter format get straight to the point?

Absolutely! The writer wastes no time in introducing what she needs. In the first sentence, she lets the principal know she wants permission to take her class on a field trip. She uses the rest of the letter to outline why she wants to go on this trip and what else she needs to accomplish it.

3. Does the writer of the letter show gratitude?

She does! She ends the letter by thanking her reader for looking over the proposal. However, the writer shows gratitude in other ways as well. For example, the teacher has already planned out all of the details necessary for the trip. She knows how many resources she’ll need to have a successful trip, which means the principal does not have to take the time to figure out the budgetary needs of the trip. These considerations will make the principal’s decisions easier.

4. Does the letter remain brief?

It does! The writer found a way to explain what she needs permission for and why she needs the permission without writing a novel. You’ll notice that she keeps the letter brief by staying on point. Your boss likely won’t want to read a long letter to figure out what you need. Be as straightforward and concise as possible for the best results.

5. Does the letter give the reader plenty of time to consider the proposal?

Yes! Our writer sent her boss the letter five months before the approval deadline. This gives the principal and school board time to look at the pros and cons of the trip while comparing it to the other proposed trips. As you get ready to send in your own permission letter, make sure you give your boss plenty of time to respond.

The Most Important Permission Letter Format Takeaways

Creating a standout permission letter can help you get the approval you seek. You need to get straight to the point as quickly as you can. Ideally, this will happen in the first sentence or two. Spell out exactly what you need permission for and why you should get permission. Don’t forget to let your boss know what else he or she may need to do and when you need the approval by.

As you write your own letter, refer to the permission letter format to better understand the topics you should include. Remember to wrap up your request by thanking the reader and reminding him or her how to get in touch with you. Before you hit send, do a quick spell check to make sure you have no glaring errors.