A permission letter is an official way of letting the authorities such as bosses, the Human Resources department or other stakeholders know about your commitment that might be having an effect on the workplace.
Whenever an employee needs to take leave from work, it is important to put in a request or ask for permission to do so. First of all, it is the professional and the ethical way to ask for a leave and secondly, it can be used for documentation purposes and record-keeping. This way, there is no inconvenience caused. The main idea of asking permission formally is to discuss the situation with the human resource department and to align all the stakeholders.
This letter is of high importance at workplaces that pay an hourly wage, for example, specialists, nurses, managers, restaurant and factory workers, etcetera. The employee must provide a reasonable notification and ask for permission from the HR department for any expected absence from the workplace. Being absent without permission can result in a deduction from the salary or disciplinary action that might be taken against the employee.
Things to Consider
The permission letter must be brief and to the point, and the employee must provide sufficient details to make the request valid and effective. While writing the permission letter, the following things must be kept in mind:
Timing: The employee must consider the fact that whether the commitment has to be fulfilled during the work hours or it can be altered or revised.
Reason: Another thing to be taken into consideration is the reason for taking an hour’s leave. It must be valid and justified.
Consequences: The consequences of being absent for that particular hour must also be taken into account. Sometimes it might not be a problem, but if there is also a work commitment at that particular hour, the employee must provide an alternative or compensation for the loss.
Prior Notice: The letter must be written in advance so the fellow workers have time to cope with the situation of the employee’s absence. Also, alternate arrangements must be offered or made, to minimize the impact on the job.
Writing the Letter
The letter should start by requesting permission to leave the office for an hour and the exact date and time must be mentioned. Next, provide the reason for leaving the workplace and refrain from providing too much personal information. If the work requires substitution or replacement, the employee must include the information about that substitute in the letter. The closing of the letter includes thanking the concerned authorities in advance.
Format
- Receivers Name
- Title
- Company’s Name
- Address
- Contact Number
- Date
- Salutation
- Purpose
- Date and Time of leave
- Closing
- Employee’s Name
- Employee’s Signature
Sample Letter
James Charles
HR Manager
ABC Company
123-345432
10th December 2020
Dear Mr. Charles,
I would like to kindly ask for your permission to leave the office for one hour, on 12th December 2020, from 2:00 PM to 3:00 PM, to attend my daughter’s Parent-Teacher Meeting. I tried to set up a different time, but the school visiting hours are strictly assigned to each student.
I am hoping for a positive response from your end. Thank you in advance.
Best regards,
Shaniya Holman
[Signature]
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