How to Write a Permission Letter to Principal

There are frequent occasions when students or community members wish to use school facilities for special events not connected with the school. A Permission Request To Principal letter is required to obtain official permission to proceed with the activity. A permission request letter to principal is a letter drafted from the person responsible for overseeing the event and directed to the principal of the school. The letter seeks to express permission to use specific areas of the school, and it details the purpose of the event, who is in charge, and the anticipated dates and times.

There are other types of permission letters to the principal for reasons other than using facilities. It is possible to develop a single template that can be used for all types of permission requests to the principal.

  • Proper Heading. Start with your first and last name in the top left corner of the letter. On the next line type in your address. Skip a line and type in your city, state, and zip code. On the next line, type in your phone number, and then skip a line to include your email address.
  • The Date. Skip three lines after your email address and type in the date.
  • Address the Intended Recipient. Skip three more lines and enter the full name of the principle as it is officially used. Avoid nicknames and use his/her first and last name on this line. On the next line, enter his/her official title, in this case Principal.
  • Recipient’s Address. After entering the principal’s title, skip three lines, and type in the name of the organization (the name of the school). Skip a line and enter the address of the school. On the next line enter the city, state, and zip code of the school.
  • Salutation. Go down three lines after the zip code of the school and address the principal with the term Dear Principal. You may either stick to the title or use the principal’s last name, e.g. Dear Principal Jones.
  • Subject. Skip three more lines after the salutation and type RE: (State the subject of your letter here in a few words)
  • Body of The Letter. Skip 3 more lines and write the body of the letter. This begins with an introduction of yourself, e.g. My name is (first and last name). On the same line state your title if applicable, or any affiliation you have with the school briefly, again, if it applies. If you’re a member of an organization making the request, then use this information. Continue with your preface in the next sentences that introduce your request. (e.g. I am Judy Baker of the Eagles Club. Our group sponsors a community blood drive).  Skip a line then supply relevant information that details the event you wish to hold with the exact date. Skip a line and ask permission to use the desired area of the school as the setting to hold your event.
  • Closing. Skip a line after making your request and indicate your interest in hearing back from him/her at the earliest convenience, so you can have time to organize the event and notify other stakeholders. Skip 3 lines and close with a Thank you, skip three lines and leave a space for your handwritten signature with your first name and last name at the bottom of the page.

Permission Request Letter to Principal (Format)

(Your First Name, Last Name)

(Address) – (City, State, Zip Code)

(Phone Number) – (Email)

(Date)

(Recipient’s Name)

(Recipient’s Title)

(Organization Address) – (City, State, Zip Code)

RE: (Subject)

Dear (Recipients name),

First Paragraph: My name is (your full name) from the company (company name). If you are a student, then write, “My name is (your full name), I am a senior/junior at (school name).” Today, I write this letter to you (write the reason for writing the letter, for example, “as I am interested in holding a school literacy program alongside my team.”) 

Second Paragraph: (Briefly explain that why you need this permission, or why it is important to you.)

Closing: (Thank you for your consideration. I hope to hear back from you soon.) or (I eagerly await your response as I have to inform all the team members in advance.)

Name and Signature: Skip three lines and add your first name and last name (Signature in between the Thanks and your name is optional.)

(Full Name)

Sample Permission Request Letter to Principal

Details
File Format
  • MS Word

Different Types of Permission Letter to Principal

Permission Letter to Principal for Late Payment or Fee Concession

A permission letter to the principal for late payment or fee concession is sent by the third party to whom the fee or payment is due. This letter informs the principal of the relevant information about the payment or fee due and may be viewed as an invoice. It includes the following information.
  • The first and last name of the sender, the organization name if applicable, the address, city, state, and zip code, followed by the telephone number. On the next line, the email is listed
  • The date that the letter was written
  • Name of the recipient along with the title, organization, address, city, state and zip code
  • The subject line “Re: (late payment/fee concession)”
  • Salutation to Principal (Dear Principal,)
  • Introduction including first and last name, title, and organization, if applicable, and statement for the reason for the letter. 
  • The date that the transaction occurred, the reason for the transaction, and the total amount due
  • Request for payment at the earliest convenience
  • Closing words with first and last name of the sender

Permission Letter to Principal for Conducting Event

Permission letter to principal for conducting an event is a letter that states the purpose of the event, who it is being sponsored by, and gives the date & time that the event is to be held. This letter asks the principal permission to use the school facilities to hold the event. This letter includes:
  • Sender’s first and last name, organization name, address, city, state, and zip code, followed by telephone, and email address
  • The date that letter is written
  • Name of the principal, his/her title
  • Organization/school name, followed by school address, city, state, zip code
  • The subject line is written as RE: Request for facilities use for (your event here)
  • Salutation with principal’s name
  • Introduction of the sender with name, title, organization, and a brief statement of purpose (to hold an event). Include the event’s proposed date, who will be in charge, and the times the event will be scheduled for
  • Closing with thank you for consideration, and a sentence that requests a response at the principal’s earliest convenience, and close with Sincerely, first and last name in the appropriate format

Permission Letter to Principal for Project Work

A permission letter to principal for project work is a letter of request for permission to conduct a school project. The letter outlines the project’s scope, stating the purpose of the project, what it will entail, the timelines, any school resources needed, and the expected outcomes. Here are things that are included:
  • Sender’s first and last name, address, phone number, and email
  • The date that the request is written
  • The Recipient’s name, title and organization followed by the address, city, state, and zip code
  • The subject line RE: (Request for permission to start a project)
  • The Salutation Dear Principal (name)
  • The introductory paragraph introducing you by name, affiliation with the school and purpose of the letter
  • The main body that states the purpose of the project, the scope of the project, any school resources requested, the timelines, and the expected outcomes
  • Request for response
  • Closing with thank you and first and last name of the sender

Permission Letter to Principal for Tour

A permission letter to the principal for a tour is usually written by a teacher or other school staff member. It is a letter that requests permission to take students on tour. Necessary information about the purpose of the trip, who will chaperone, how many students will be invited, the mode of transportation, the date and times for the tour, and the return date and times are explained. Here are the things that are included in this letter:
  • Sender information including first and last name, title, address, city, state, zip code, phone, and email
  • The date that the request is written
  • The recipient’s first and last name and title, followed by the organization, the address, city, state, and zip code
  • The subject line expressed as RE: Request for permission for student tour to (….)
  • The salutation to the principal
  • The introductory statement including your name and title, and purpose of the letter. This is followed by an explanation of the requested tour with a clear statement of the purpose, who will be invited, where it will be, the date land time that the trip starts with the return date and time, the chaperones, mode of transportation and who will be responsible for overseeing the tour.
  • Request for response at his/her earliest convenience
  • Closing with thank you and sender’s first and last name

Permission Letter to Principal for Leave

A permission letter to a principal for leave is written by a staff member or student to the principal requesting leave for one or a few days. This is a letter that requests permission to take time off of work. It includes an explanation of the reason for leave, the dates of the leave, and the expected return time. This type of letter includes:
  • Sender’s first and last name, address, city, state, zip code, phone, and email address
  • The date the letter is written
  • The principal’s name, title, and organization, followed by his/her work address, city, state, and zip code
  • The subject line is written as RE: Request for Leave
  • The Salutation to the principal
  • An introductory paragraph stating the sender’s first and last name, position, and the purpose of the letter. This is followed by an explanation of the request for leave along with the requested starting date for leave and the expected return date.
  • A sentence at the end of the body requesting a response at the recipient’s earliest convenience
  • Close the letter with Sincerely followed by the sender’s first and last name

Permission Letter to Principal for Retaking Exam

A permission letter to the principal for retaking an exam is a formal request that is usually written by the student who wishes to retake an academic exam. It includes the facts surrounding the reasons for the request, e.g. why the student feels it is appropriate to retake an exam and the mitigating circumstances relevant to the request. This type of letter includes:
  • Student’s first and last name, address, city, state, zip code followed by phone number and email address
  • The date that the request is written
  • The principal’s name, title and organization followed by the organization’s address, city, state, and zip code
  • The subject line RE: Request to retake (…..exam)
  • Salutation to principal
  • An introductory sentence stating your name and explaining the reason for the request, the name of the class if applicable. This is followed by a further explanation of the name of the class, the teacher’s name, and the date the original exam was held. Follow with the reasons why you want to retake the exam explaining the circumstances that resulted in missing the exam or doing poorly on it.
  • Request for response at his/her earliest convenience
  • Close with the appropriate Thank you, or Sincerely followed by your first and last name

Permission Letter to Principal for Attending Workshop

This type letter typically includes:
  • Sender’s first and last name, title, address, city, state and zip code, followed by phone number, and email address
  • The date that the request is written
  • The Principal’s name, title and organization followed by the address of the organization, city, state, and zip code
  • The subject line RE: Request to attend the (…..) workshop
  • The salutation to the principal
  • The introductory sentence including your first and last name, and the reason you are writing. This is followed by a description of the workshop that you want to attend including the title, location, purpose, dates, and any other relevant information. List the cost if the school will be paying for the workshop, and the days you plan to be away from your post at the school.
  • Request for response at the principal’s earliest convenience for planning
  • Close with a thank you or sincerely, followed by your first and last name

Permission Letter to Principal to Join Extra Classes

This letter includes:
  • Student’s first and last name, address, city, state, zip code, followed by phone number and email address
  • The date the request is written
  • The principal’s name, title, and name of the school. This is followed by the school’s address, city, state, and zip code
  • The subject line RE: Permission to join extra classes
  • The salutation to the principal
  • An introductory sentence with a student’s name, grade level, and reason for writing. This is followed by the request to join extra classes. The class titles and credits, times and dates, and the reason for taking the extra classes should also be given. You may also want to include a brief sentence or two about attendance and grade point average to support your request
  • Request for response
  • Close with thanks or sincerely and your first and last name

Permission Letter to Principal from Parents

A permission letter to the principal from parents may be written for a variety of reasons. The most common is to allow their child(ren) to participate in extra-curricular activities. The components of this type of permission letter include:
  • Parent first and last name, address, city, state, phone number, and email address
  • The date the letter is written
  • The principal’s name, title and the name of the school, followed by the address of the school, city, state, and zip code
  • The subject line: RE: (name of the child(ren) and a brief explanation of the subject)
  • Salutation to the principal
  • An introductory sentence stating the parent’s name, the child’s name, and the reason for the request. The next sentence explains the request and the reason for the request. All relevant information for the request should be included here.
  • Request for response
  • Close with thank you or sincerely, and parent first and last name

Permission Request Letter to Principal from Teacher

A permission letter to the principal from teachers is used to make a variety of different requests. A multi-purpose request letter includes:
  • Teacher’s first and last name, title, address, city, state, zip code, followed by phone number and email address
  • The date the request is written
  • The principal’s name, title, and the name of the school. This is followed by the address of the school, the city, state, and zip code
  • The salutation to the principal
  • An introductory sentence providing the teacher’s name, title, and the grade they teach, along with the reason for writing. This is followed by an explanation of the request that provides relevant details of the request you’re making, the reasons why, and the benefits
  • A request for a response
  • Close including thanks or sincerely and the teacher’s first and last name

Tips for Writing a Permission Letter to Principal

  • Use Formal Language. Your request letter to the principal of a school should use language that sounds professional and avoids using slang or jargon words. This includes using a respectful tone in your writing. You are asking permission from this person and it’s best to keep the tone positive, without being pushy or demanding.
  • Address the Recipient Appropriately. The letter should be addressed specifically to the principal. You must use the name that he is formally known as the leader in charge of the school. Use the exact name to ensure that the letter is delivered directly to him or her. This helps to avoid the letter going to the wrong person.
  • Ensure Grammatical and Semantic Accuracy. Read through the letter a few times after you’ve composed it. Check for spelling and grammar accuracy. The letter should flow nicely with full proper sentences and perfect punctuation.
  • Use Explicit and Clear Terms. Make your request with straightforward terms that say precisely what you mean. Avoid vagueness or over-explanation. This can help you remember precisely what you stated in the letter when the principal calls you in for a face to face meeting to go over your request. It’s important to echo what you’ve stated in the letter during the meeting to remain credible as a candidate to use the school for non-school related activities. Clarity is an important aspect of writing an explicit letter.
  • Make Your Wording Concise and On-point. A professionally written letter is concise and to the point. Avoid using too many words that may make the letter appear to be rambling. State your request in the least amount of words necessary to get the point across, but make sure that the sentences flow well and make sense.

Things to Avoid

  • Avoid the use of jargon or slang in writing.
  • Avoid over-explaining your situation. Keep it clear and directly to the point.
  • Avoid the use of run-on sentences or complicated phrases. Keep it clear, simple, and clean.

Conclusion

Writing a letter of permission to the principal is not difficult once you get the basic format established. Remember to keep the verbiage professional with a positive tone and state your request clearly and concisely. One simple well-formatted template can be used to write hundreds of different types of permission letters to a principal with just a few minor changes here are there.