Permission Letter to Use Property (Format & Sample Request Letter)

The lawful use of a property owned by another individual requires explicit permission from said individual. It’s a convoluted way of saying, property rights are very important. If it doesn’t belong to you, leave it alone, or ask for permission to be there.

The same rule applies whether you’re asking for permission to film in a school or host a wedding reception on private land. If you cannot prove consent, you may be liable for trespassing charges if found on somebody else’s property (and the owner is none too happy about it).

Fortunately, there’s an easy way to avoid such misunderstandings. It’s called a letter of permission to use property. With this one page document, you can formally request permission to use a property for a specific purpose. The letter gets addressed to the owner and, if consent follows, grants lawful access.

Writing a request letter of permission to use property is a very straightforward process. These documents rarely exceed 200 words. The goal is simply to state all pertinent information clearly and plainly. Inform the property owner that you’re making a request, explain the purpose of the request, and list the dates and times.

It’s essential to keep your letter concise. Let’s take a closer look at what to include.

• Property Owner’s Name. In most cases, this should be easy to obtain. You may already know it. It’s worth double-checking to make sure you’re corresponding with the actual owner and not a stand-in manager. If you cannot obtain the legal owner’s surname, the property manager will suffice. In either case, address them by their surname.
• Be Specific. Take a friendly tone, but don’t waffle. This is a utilitarian letter with a purpose. State your intention (‘I request permission’), the reason for your use of the property (filming, location scouting, workshop, corporate event, etc.) and the specific dates and times.Then, add any extra details you think are relevant. For instance, whether your use coincides with an existing event (and why), how many people will use the property and whether you intend to bring equipment, create noise, or do anything else that may affect their decision to grant permission.

  Finish with your contact details and an offer of remuneration if appropriate.

• Use the Correct Tone. This letter is used to request permission. It asks for a favor. So, it’s essential to strike a respectful tone. Write in the second person using ‘you’ and ‘yours’ to personalize the letter without being over-friendly. Words like ‘kindly’ and ‘generously’ are helpful because they demonstrate an appreciative attitude. There’s no legal obligation for the property’s owner to say yes. Be courteous.

Don’t get caught up in superficial details. Include only what’s strictly relevant in a letter of permission to use the property. It’s just a formality that proves a property owner has explicitly given you content to be on their land or in their building. Once you have permission, you probably won’t need to use it again but file it away just in case.