Letter Of Permission To Conduct Research – 5 Steps To Writing Letter Of Permission To Conduct Research Study In An Organisation

Letter Of Permission To Conduct Research – 5 Steps To Writing Letter Of Permission To Conduct Research Study In An Organisation

What is a Letter of Permission?

In its most credulous state, a of permission, otherwise known as a letter of authorization, can be described as a written document which gives authorization to a person or an individual to carry out a certain activity or action in specific areas or fields, such as business, education, finance, etc.

In other words, a letter of permission or authorization may be stipulated as a formal letter written to higher authorities or entities in a particular field in an effort to request approval for a specific circumstance or for any future plans or responsibilities. Deducing on these definitions, it can be attributed that a letter of permission can be used in many instances, including;

• Permits a researcher to conduct research or a study within the walls of an Organization.
• Approves a student’s participation in a school excursion or trip.
• Permits a person to conduct or carry out a legal transaction.

Why is A Letter of Permission Important?

A letter of permission can be regarded or described as important as a result of the following reasons:

• Legal Protection:

  Proper evidence of consent or affirmation of diverse matters tends to go a long way in the legal field. Thus, by obtaining a letter of permission from an organization, individual or entity, a person can automatically provide evidence or proof which can be used as a tool for persuasion, enforcement or defence in any court of law or law enforcement agency.

• Depicts Professionalism:

  In this context, professionalism can be described as the process of adhering to the demands, ethics or standards of one line of work to one’s general character or attitude. In other words, it can be regarded as a group of traits or attributes necessary for success in a particular field.

  By curating a letter of permission for research or other similar purposes, the prospective researcher demonstrates seriousness, discipline and respect for the organization, all of which are vital attributes responsible for depicting the professionalism of the individual.

• Protects Sensitive Information:

  A letter of permission protects sensitive information by permitting only the prospective and approved researcher to gain exclusive access to the information required or demanded. Similarly, it outlines or makes provisions for the terms and conditions and the degree of information that may be made available to a prospective researcher.

What are the steps needed to write a letter of permission to conduct a research in an Organization?

As mentioned in the research, a letter of permission can be used for diverse purposes including, educational, financial, organizational, etc. It is vital to note that the contents in a letter of permission tends to vary depending on the nature or purpose which the letter was curated to serve. However, the basic contents of a letter of permission, regardless of its use, include;

• The date depicting when the letter was written.
• The identity and contact details of the entity or person granting the permission.
• A precise and specific explanation stipulating the nature and possible implications or impacts of the proposed research.
• The conditions or possible considerations which may be attached to the proposed research.
• The name, contact and signature of the person requesting the permission.

All these elements are grouped into the four main bodies in a formal letter, namely;

• The sender and receiver’s address.
• The salutation.
• The body of the letter.
• The closing and signatures in the letter.

Writing the Sender’s and Receiver’s Addresses:

As its names imply, the sender’s address usually includes the contact details of the sender (ie the person writing and sending out the letter to the organization). Examples of such details includes; the street address, the city, zip code and the state in which the sender of the letter is situated or located.

A sender’s address is regularly placed at the top right corner of the envelope or the letter itself. It is used to ensure that the letter can be returned to the sender is the receiver is inaccessible or unreachable for diverse reasons. A receiver’s address, on the other hand, depicts the location of the individual or organization that the letter is being addressed to,

It is usually situated at the middle of an envelope or directly under the sender’s address, at the top of the letter. Similar to the sender’s address, it contains the necessary contact details of the organization or the individual whom the letter is being addressed to. Nonetheless, it ought to be arranged in the following manner;

• The name of the person to whom the letter is being addressed.
• The title or post of the person in the organization which the letter is being addressed to.
• The name of the organization or company which the letter is being addressed to.
• The city, zip-code and state in which the company or organization is located.

If the writer or sender of the letter is unaware of the name of the person to whom the letter is being addressed, the title or post of the person in the organization can be used as a substitute for such a requirement.

When constructing the sender’s and receiver’s address in a letter of permission, it is crucial to ensure that the information provided in both sections are accurate and clear. Additionally, it is vital to take note of the following tips;

• Place both addresses where they ought to be. For instance, the sender’s letter should be written before the receiver’s address. Mixing or confusing the addresses’ positions could reduce the letter’s credibility.
• Include all the necessary information or details in both sections and ensure that these details are free from all forms of errors.
• It is preferable to address the head of the organization or, the person to whom the letter is being addressed to by name. This adds more credibility to the letter of permission.

Writing the body of the letter of permission.

The body of the letter usually contains the key factors or elements of the letter, examples of such key factors or elements includes; the purpose and description of the letter, etc. Since it contains vital elements in the letter, the writer must take caution while constructing this portion. This can be done with the aid of the following steps;

• Commence the body of the letter by stating its aim in understandable terms. This could include; a brief introduction of the writer of the letter and the purpose of writing the letter.
• Clearly state the specifics of the research project. This includes but is not restricted to the research question, methodology and expected outcome. To sound convincing, providing as much information on the research specifics as possible is vital. This could also include; the nature of the research which will be conducted, the people who will be participating in the proposed research, etc.

• Describe your experience and credentials (if any). These experiences or credentials must align with the research that ought to be conducted. It aims to support or provide further proof of suitability for the proposed research.

  Experiences and credentials, in this context, can include; employment history, past training, relevant articles relating to the topic which may have been written and other related experiences.

• Demonstrate the modes or methods in which the research will advance the participants or other people in a society. Provide evidence or past research to bolster these claims further.
• Outline the measures which will be taken to protect the rights and well being of the participants, which will be used in the proposed research. This could include diverse ethical considerations such as; informed consent, data security, anonymity, etc.

Writing the closing of the letter.

The closing also plays a vital role in a letter of permission. This is so because it leaves a final impression on the reader or, the person in the organization who may be tasked with reading the proposed letter. Thus, when drafting the closing in a letter of permission, it is vital to take note of the following steps;

• Appreciate the reader for taking the proposed request into account. This can be expressed in a simple statement such as; ‘Thank you for your time and consideration’.
• Restate your request for permission professionally and politely. This can also be expressed in a simple statement such as; ‘I sincerely request for your permission to carry out the specified research’.
• Endeavor to provide the organization with further details or respond to queries which the organization may have regarding the proposed research. This depicts your willingness to be extremely transparent with the organization regarding the research.
• Make use of a professional closing at the end of the letter, this could include words such as; ‘Yours Sincerely’, ‘Kind Regards’, etc.