The Right Way to Write a Permission Letter

If money or commodities are exchanged you may need a contract.

Whether you are giving permission for someone to use your poem in his book or for someone to hunt on your land, you must give permission in writing for legal purposes so there are no questions later. Usually, you will write a letter that specifically details the terms and conditions of your permissions. If you will be receiving money or commodities in exchange for your permissions, you may also need to fill out a contract.

Instructions

1. Begin the letter by typing your address. Skip a line space, and type the date. Skip another line space and type the recipient's name and the recipient's address on separate lines. If you are giving permission to the recipient's organization, type the organization's name after the recipient's name and type the organization's address rather than a personal address for the recipient.

2. Skip an an additional line and type "Dear Mr./Ms. (Last name)" followed by a colon.

3. State the purpose of the letter right away. For example, "I am writing this letter to give Ms. Bonnie Smith and the Rand Corporation permission to use my land for guided hunting tours during deer season, November 15, 2011, through January 15, 2012, in exchange for $10,000."

4. Give details about the terms and conditions, if any. For example, "The University Publishing Company may use my poem in its entirety for the anthology "Poems for The Ages" in the first and second editions. If the anthology goes into printing runs beyond two, The University Publishing Company must renegotiate a new contract for use of the poem in additional printings."

5. Close the letter by providing any action steps that the recipient must take, or deadlines they must adhere to. If you signed a contract and you are including it, refer to the fact that you included the contract in the letter. Provide any additional contact information that the recipient might need, such as your telephone number and e-mail address.

6. Type "Sincerely," and skip three line spaces. Type your full name. Print the letter and sign above your typed name. Make a copy of the letter and save it for your records.

Tips & Warnings

• Get legal advice before you mail any letters or sign any contracts. A lawyer may have additional suggestions that will protect your rights or make the letter or contract adhere to local, state and national laws.

References

• Write Express: Approval Letters
• Purdue Online Writing Center: Writing the Basic Business Letter