Permission Request Letter to Use School Facility (Format & Sample)

School facilities are great locations for events such as conferences, job fairs, employment workshops, and award shows. They’re guaranteed to have at least one large indoor space that’s open plan and free of obstacles. This is usually a sports hall or drama room. Many schools also have stages/rooms for presenting and performing.

So, it’s not uncommon for schools to give unaffiliated organizations the use of their facilities. The rules are stricter here than in other locations due to child protection laws but, on the upside, there may be no cost or only a negligible fee. To get approval, you must write a letter for permission to use a school facility.

This article explains how to write a letter of this type and what to include in your request.

This is a formal letter that requests permission to use part or all of a school facility. It states the details of the request (dates and times) and the reasons why you want to use the location. The missive isn’t a legal requirement, but most schools will only acknowledge a written request. Even if you have an established relationship with a school, it’s always smart to document their responses and replies.

That way, you are legally covered for your use of the school and can prove you have permission to host an event there.

• Your intent (request to use facility)
• Specific date(s) and time(s)
• Reasons for request
• Number of guests/attendees (or an estimate)
• Request to use resources/equipment (if applicable)
• Details about equipment you will bring (if applicable)
• Commitment to pay any fees/charges

Your letter should be concise and no longer than 200 words. Address it to the facility’s principal. Use their surname to show good manners and respect for their position. Be straightforward but include all details that may require permission such as transporting equipment into the school, using the school’s equipment, number of guests and any advertising you may be planning.

Be aware requests for use during school hours are less likely to be approved. If there’s no other way, do some research. Find out which parts of the facility are free during the day so you’re not making a request that is unfeasible. If possible, use the school in the evening after students have left.

• Unfeasible Requests. There are lots of obvious things you cannot do in a school. There will be times you cannot feasibly use the school because it’s needed for students. Before sending your request letter, do some research to determine which times, locations and applications are out of bounds. Ideally, you should write the letter already knowing if the time and location referenced are available. It will give you the best chance of success.
• Alcohol. Sometimes, schools agree to host less formal events such as class reunions, speed dating sessions and product expos. Some of these events may commonly involve alcohol but it’s unlikely this would be approved at a school. There are licensing and safeguarding issues. Although it’s not unheard of, most schools would not authorize the consumption or sale of alcohol on their premises.
• TBC Dates and Times. The dates and times included in your request should be as concrete as possible. Again, schools have a lot of responsibilities to fill and very busy schedules. The more definitive you can be, the better the chance of your request being approved. Don’t include speculative information. Be clear and precise.

Getting the tone of a request letter right is very important. More than anything else, the perceptions of you that it creates will influence the principal’s decision. Avoid being overly familiar but remain friendly.

Where possible, do as much of the ‘leg work’ for the principal as you can. If you know availability is assured, politely inform them so they don’t have to look up dates and times for you. Don’t waffle but make mention of any reasons the event will be particularly low maintenance such as an after hours schedule or your commitment to tidy equipment away.