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Written permission letter

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Written permission letter
March 05, 2019 Anniversary Wishes For Parents 2 comments

Here's a sample letter requesting a pet. I am writing to you today to request permission to adopt a (insert animal) to join our household.

Do you need to write a permission letter? Do you know what the correct format of a permission letter is? In this article, we provide you with all the information you will need to draft such a letter.
The main reason for writing a permission letter is to seek someone's approval for a certain task that you need to undertake. Occasionally, the term permission letter is also used to represent a letter that is being written to allow someone permission to perform a certain task, for example, going for a field trip. While writing a permission letter, ensure that you always use full, legal names of all people involved. Avoid using nicknames in any form. It is important that you provide details of the task at hand. Also once you write a permission letter, ensure that you sign it and also keep a copy of the letter with yourself to avoid any form of misunderstanding in the future. Many people tend to confuse permission letters with authorization letters. Though the terms can be used interchangeably and the formats remain more or less the same, an authorization letter is restricted to allowing a person permission to do something.

Format of Permission Letter

Now that you know what are the tips to keep in mind while writing a permission letter, let us take a look at the correct format that you need to follow. Using this format will help you understand how such a letter needs to be drafted.

Name of Letter Writer
Address of Letter Writer


Name of Addressee
Address of Addressee

Subject of Letter: Mention the reason for writing the letter in brief.


In the first paragraph, you will need to mention in brief and concise terms the reason for which you are writing the letter. Mention what is the task at hand for which you need permission from the authorities. If you have already received a primary level of go ahead, then mention so in the letter.

Once you have explained the reason for which you are writing the letter, you need to ask for permission. Tell the addressee about the things and documentation that have already been arranged for the task at hand. If there is any documentation then enclose a copy of the same with the permission letter.


Name of Person writing the letter.

Example of Permission Letter

Once you have understood the format of a permission letter, you should have no problem drafting such a letter for your own use but this example of a permission letter given here will help you understand it better.

Angelina Greeves
554, Boulder Avenue
4344 - New York, US

15th April 2011

Gregory Wilson
Head, Student Affairs
New York University
4344 - New York, US

Subject: Permission for distribution of announcement pamphlets.

Dear Mr. Wilson,

This letter is being written to seek permission to distribute pamphlets in order to help me find a flatmate for my apartment that is located just on the limits of the university campus. Since most students would be on the lookout for shared housing premises, it would enable me to find a flatmate at the earliest. The student affairs office has informed me that my request would be cleared as soon as I receive permission from you.

I kindly ask you to grant me permission for the same, so that I can distribute the announcements as early as possible. Enclosed with this letter, you would find a copy of the announcement so that you can review the same.

Thanking you in advance,

Yours sincerely
Angelina Greeves

Writing a permission letter could be a requisite in a variety of situations, from seeking permission for an advance on a submission date to asking for permission to organize a college excursion. Remember that as with any other letter, you need to ensure that the letter is error proof, grammatically and factually. You will also need to check for any spelling errors. With the format given here, writing a permission letter should be extremely easy.

Note: This letter was written when Wikipedia's content was licensed under GFDL. It has been.

How to write a letter of permission

written permission letter

Most of us are familiar with the permission slip which parents or guardians fill out so their children can attend events, field trips, or do special projects at school. However, the permission letter is a bit different. The permission letter is used in adult correspondence, when an individual would like permission to perform an activity, such as edit a film, use someone’s material in their own project, or to contact an artist or estate directly regarding the use of copyrighted works. To increase your chances of a favorable response, it is important to ensure that your permission letter is composed correctly.

How to Write a Permission Letter

Permission letters are also known as request for permission letters. In order to obtain the result you want, make certain that your letter is formatted in a professional manner. As such, you’ll be using standard, business letter block format for the style, keeping the letter concise, as short as possible, and free from errors in spelling, grammar and punctuation. The first item on your list, is to gather all the details you’ll need for your letter.

Details are important when composing any type of permission letter, especially for legal reasons. While some permission letters are for activities, many others are written because an individual, organization or group you are requesting permission from has something someone wishes to use for their project. If this is the case, make certain you’ve included all the particulars to avoid any misunderstandings or misinterpretations. Always give the recipient enough time to honor the request. If you need the material by September 2018, send the letter as soon as possible, never wait until the last moment. Remember to also show respect and gratitude with regards to the individual taking time to read your request.

  • Mention all pertinent details
  • Write in a professional tone
  • State the reason for the request and how it will be used
  • Terms or conditions, if any

Proper Format for Your Permission Letter

It’s time to get going and compose your own permission letter. First of all, your letter will be formatted in the block style, which means everything will be justified to the left, as you can see per our examples below. Before we begin, lets go over some of the basic elements you’ll include in your letter.

Your Contact Information

Use your first and last name, current mailing address. This increases the chances for a quick response.

The Date

Include the date your letter was written, using the Gregorian month, day and year format: March 8, 2018. Dates are crucial, especially if the item you are requesting has any type of date restriction.

Recipient’s Contact Information

This solidifies who exactly the letter is for. In an office environment, one individual may be responsible for opening letters and directing them to the proper individuals. If the person you wish to contact is fully named, it is certain to go to that individual.

Reference Line

Reference lines begin with ‘Re:’ This will alert the recipient to what your permission letter is about. For instance, Re: Copyright usage, will alert them that the letter contains a request to use their material.

The Salutation

Otherwise known as the greeting, the salutation is used to greet the reader, “Dear Mr. Jones: or Dear Ms. Smith:”, remember to use colons at the end.

Body Text

When you write the text, you will type out the paragraphs in single spacing, double spacing between paragraphs. As you are using block style formatting, you will not indent the paragraphs.

The Closing

The closing should be professional, so use Sincerely, or Yours truly. Leave about 4 spaces for your signature. Beneath your signature, print your name.


This is to alert the recipient if you’ve attached any documents, images, notes or other items with the letter. Please be certain to include the enclosures section, just in case whom ever opened the letter accidentally misplaced the documents, the recipient will know to request them.

Sample Permission Letter

Below is our sample permission letter. It is simple, basic and to the point. However, please remember that your letter may differ significantly in content, depending on the request you are making. Notice it is in block style, left justified with no paragraph indents.

Janet Dowser
555 E. McIntire Dr.
Collinswood, KY 12345

Ms. Clarice Watkins Stanislav Publishing

123 Euclid Ave.
Compton, NY 56789

Re: Copyright Usage

Dear Ms. Watkins,

I am requesting permission to use the following text to be used in my September 2018 publication, “Climate Change”.

  • Title: Climate Change and Our Future, 4th edition
  • Copyright, Kyser Publishing, 2014
  • Author: Clement T. Bean
  • Material to be used: Chapters 1 to 5, pages 1 to 80

I’ve enclosed a SASE for your reply. Your work has inspired me greatly, so it will be an honor to use your text in my publication.


H. Kiley

[email protected]


Composing a well written permission letter is not really that hard at all. Simply remember to gather all of the details together before you sit down to write. Keep the tone professional, courteous and respectful. Stay on topic, and do not digress, making certain that you place all relevant dates, details in order. You must also state what it is you would like to use the material for. For instance, if you are requesting to use someone’s music in your project, name what the project is and how the music will be used. Not many people will just give you permission for their material unless they know exactly what you plan to do with it. Finish it all by ensuring it is formatted correctly, carefully proofread for errors, and you’re ready to have it sent.

Samples of Permission Letter










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written permission letter

Our copyright permissions sample letter, below, is one example of such a letter. You can review and modify it to meet your needs when obtaining permission to use copyright-protected materials.

This article also sets out how to contact a copyright owner to obtain permission to use their copyright-protected work and what to ask for. If copyright permissions is part of your regular job duties, then our new eTutorial, Obtaining Permission: The Copyright Permissions Request, is for you.

How To Contact a Copyright Owner for Permission

Your library or organization may have a copyright policy or guidelines that sets out a corporate permissions procedure. It may even include a standard permissions letter template. If that’s the case, ensure you comply with your organization’s procedures and requirements.

If your organization doesn’t provide such guidelines, the steps outlined below will assist you in obtaining copyright permissions. You may even create a customized procedure and template that could be the basis of a copyright corporate policy or procedure for your library or organization.

1. Determine if You Need Permission

  • Do you need permission to use an illustration or photograph on your website or in presentation slides?
  • Are you making multiple copies of an article for use in a seminar?
  • Are you posting a video clip on your blog?

These are just some of the many situations in which you may be seeking copyright permission directly from a copyright owner.

Check your country’s copyright law to determine whether your particular use requires permission or if there’s an exception in the law for it.

2. Identify Who the Copyright Holder Is

Your first step is to identify the copyright holder of the copyright-protected work you wish to use. Sometimes it’s immediately obvious, as the work may include a copyright notice with their contact information. There may even be a link to contact the copyright owner.

Other times identifying a copyright owner requires more research. If you locate an image you wish to use through Google Images, there may be copyright and contact information attached to it. Some images that you find through an online search or on platforms such as Pinterest have a link to the source website where you can locate contact details.

If you’re seeking permission to use an article, you may need to contact:

  • The source magazine, book or website publisher
  • A copyright collective such as the Copyright Clearance Center in the U.S. or Access Copyright in Canada.
  • A representative of the copyright owner such as a literary agent, lawyer or heirs

3. Contact the Copyright Owner

How should you contact the copyright owner?

It depends on the information you have about them. There are a variety of ways to obtain permission to use third-party content. You could …

  • Telephone them (then follow-up with a written permission letter)
  • Email or mail a permissions request letter, including the details of your proposed use of the content

However you obtain the copyright permission, it’s best to have a written document as evidence of the permission obtained. A copyright permissions sample letter is below.

What Your Copyright Permissions Letter Should Look Like

There are no standard forms or exact wording to use in your copyright permissions request letter. There are, however, a number of items your request should address. At a minimum, considering including the following items in your copyright permissions request letter:

  • A description of who you are
  • An accurate yet brief identification of the copyright-protected material in question
  • How you’ll use the content
  • Where you’ll use the content (e.g., in a seminar, book, course materials or online)
  • For how long you’ll use the content

Whether you offer payment for that use is your choice. The rights holder, of course, may ask for payment for use of their work whether you offer payment or not.

If you’re sending the permissions request by regular mail, include two copies of the copyright permissions letter and enclose a self-addressed stamped envelope for the convenience of the rights holder. If the request is by email, ask them to print the email, sign it and return it to you (scanning the signed copy is generally fine).

Copyright Permissions Sample Letter

Below is a simple copyright permissions sample letter. Use it as your starting point or template, and adjust the wording so it best fits your situation.

Dear Content Owner:

We understand that you are the copyright holder of an article titled “The Mountains of North America,” originally published in Great Parks Journal on pages 16–28 in the Fall 2018 issue.

ABC Corporation would like to include the above-mentioned article in a research report undertaken by our employees, which will be distributed for free in print to the 1,000 members of the Mountain Association in California. The report will also be posted on our corporate intranet. Proper acknowledgement will be included with the reproduction of the article.

If you agree to provide us with permission, please sign both copies of this permission letter and return one copy to us by email (a scanned version is fine) or regular mail.

We appreciate your consideration of our permissions request.


David Denson

David Denson, Permissions Officer

By signing below, I warrant that I have the right to grant the permission requested in this letter, and that I provide you with that permission.



Other Copyright Permissions Sample Letters

The above letter is one sample of a copyright permissions letter. By undertaking an internet search, you’ll discover many different kinds of sample permission request letters. Review these letters and use them as inspiration for writing your own standard copyright permissions letter.

Many universities and libraries provide samples of copyright permissions letters on their websites; for instance:

  • This is a sample of a short, specific copyright permissions letter from Dartmouth College Library.
  • Western University provides sample text for a copyright permission request.
  • Columbia University Libraries provides a number of model letters.

Dealing with copyright issues on a regular basis? The Copyright Leadership Certificate program teaches you how to deal with day-to-day copyright issues, including analyzing situations where permission is required and how to obtain that permission.

Unless the person receiving the letter of permission asks for a specific format or language, the choice of wording is up to the person writing the letter. There are a .

CUL - Main Content

written permission letter



Permission is when you ask for access to a specific population for your study from someone who is in charge of that population. For example, if you want to perform research in a school district, you would need to ask for permission from the superintendent.


LU students, faculty, and staff who plan to conduct research at institutions, organizations, facilities, or events—schools, churches, businesses, conferences, etc.—that are unaffiliated with the University are required to seek written permission from those outside groups to utilize them for research studies.

Obtaining Permission

This may involve requesting permission in person or writing a permission request letter to the appropriate party. It is the responsibility of the researcher to determine from whom to seek permission.

If the individual providing permission lists permissible procedures on the permission letter, the researcher should make sure that he or she has been granted permission to conduct all of the procedures outlined on the IRB application.

  • Researchers should request that permission letters be provided on approved letterhead and include the signature(s) of the appropriate official(s).
  • Permission documentation that is not provided on letterhead with signature(s) (i.e., emailed permission) may have to be confirmed by the IRB. Confirmation is accomplished by email or a phone call to the party listed on the permission documentation.

Sample Scenarios

  1. The first scenario involves a researcher who plans to conduct his or her study at a public school(s). The researcher would need to gain written permission from the district superintendent and provide a copy of that permission to the IRB. Although the superintendent may require the researcher to also gain permission from the school principal, documentation of the principal’s permission would not be necessary for IRB approval.
  2. The second scenario involves a researcher who plans to survey members of a particular church. The researcher would need to gain written permission from the pastor of the church, and provide a copy of that permission to the IRB.

What to Include in a Permission Request Letter

Permission request letters should inform the person granting permission of the purpose of your study, what information or groups you are trying to gain access to, and that you will need documentation of their permission, should they choose to grant it.

When Permission is Not Given

If the researcher is not granted permission to conduct all of his or her planned procedures, the IRB will not be able to grant its approval, and the researcher may need to reconsider and possibly revise his or her planned protocol and IRB application.

Conditional IRB Approval

If IRB approval is required before permission can be given, the IRB can conditionally approve the research application and issue a conditional approval letter to the researcher for the specified research study.

Conditional approval will not allow the researcher to begin recruiting participants and collecting data, but the researcher will be able to provide the conditional approval letter to the appropriate official(s) to gain the needed permission letter.

Submitting Permission Letters to the IRB

Once received, permission letters will need to be submitted to the IRB. We will not be able to issue a complete approval prior to receiving all necessary permission letters.

Copies of permission letters may be submitted by email as scanned pdfs to [email protected]; by fax to (434) 522-0506; or by mail, campus mail, or hand delivery. The IRB will save and file the letters with the researcher’s application and supporting documents and issue an approval letter enabling the researcher to begin his or her research study.

Unless the person receiving the letter of permission asks for a specific format or language, the choice of wording is up to the person writing the letter. There are a .

written permission letter
Written by Douk
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