how to write an application letter to travel

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WTO / Letters and Emails / Travel Permission Letter: Sample Letters & Writing Tips

Travel Permission Letter: Sample Letters & Writing Tips

A travel permission letter is a letter that a parent or guardian writes acknowledging that their minor will be traveling alone or accompanied by an adult who is not a legal guardian. 

A letter may, however, not be simple to write since it’s a formal letter that requires a systematic way of being presented. Some of the problems you may encounter include a lack of formality in giving crucial details needed or requested. Misunderstandings of the aspects by the recipient due to lots of grammatical errors and spellings are another cause. Lack of a detailed description of the nature of the visit, length of stay and a strong case for approval of the letter may also lead to the letter’s rejection.

Using a sample permission letter could greatly assist you in improving your odds of acceptance. The samples not only make things clearer, smoother, and more straightforward to understand but also allow the recipient to have an understanding of your request, increasing its approval. Mentioned in the instructions below are some of the answers that could help you when writing a proper letter to a teacher or school.

Free Downloads (Examples)

How to Write a Permission Request Letter to Travel

Writing a travel permission letter for a child traveling alone or supervised by someone other than their parents or guardians requires clarity, specificity, and formal language.

Here’s a step-by-step guide on how to write such a letter:

• Begin the letter by providing your full name, address, contact information (email address and phone number), and date.
• Address the recipient of the letter by their full name, job title (if applicable), and address. If you’re unsure of the recipient’s name, you can use a general salutation such as “To Whom It May Concern.”
• Clearly state the full name of the child who will be traveling. Include their date of birth and any other relevant identifying information, such as their passport or identification number.
• Clearly state that the letter is granting permission for the child to travel alone or supervised by a designated companion. 
• Outline the specifics of the trip , including the destination, dates of travel, mode of transportation, and any connecting flights or stops.
• Explicitly state that you, as the child’s parent or legal guardian, authorize the child to travel under the specified conditions.
• Provide contact information for both parents or legal guardians, as well as contact information for the child’s travel companion. Ensure that the recipient knows who to contact in case of an emergency.
• Offer to provide additional information or clarification if needed. Provide your contact information again for easy access.
• Conclude the letter with a polite thank you for their attention to the matter.
• Sign the letter with your full name. If you’re sending a hard copy, your signature is necessary for validation.
• Depending on the circumstances, you may want to consider having the letter notarized to add an extra layer of validity.
•  Before sending the letter, carefully review it for accuracy, clarity, and grammar. Ensure that all details are correct and that the letter effectively communicates your authorization.

Template Permission Letter

[Your Full Name]

[Your Address]

[City, State, Zip Code]

[Phone Number]

[Email Address]

To Whom It May Concern,

I/We, [Your Full Name(s)], am/are the legal parent(s)/guardian(s) of [Child’s Full Name], born on [Child’s Date of Birth], passport number [Child’s Passport Number], residing at [Child’s Address].

I/We hereby grant permission for my/our child to travel from [Departure Location] to [Destination Location], departing on [Departure Date] and returning on [Return Date], without the accompaniment of myself/ourselves. During this period, my/our child will be:

Traveling under the supervision of [Guardian’s Full Name], born on [Guardian’s Date of Birth], passport number [Guardian’s Passport Number], whom I/we have authorized to act as a guardian for my/our child in my/our absence.

Traveling alone.

[If traveling with a guardian, include:] I/We have given [Guardian’s Full Name] full authority to make any decisions regarding the health and safety of my/our child during this trip, including but not limited to medical treatment decisions in case of emergency.

Attached to this letter are copies of my/our identification [Specify the type, e.g., passport, driver’s license], my/our child’s identification, and the travel consent form signed by both legal parent(s)/guardian(s).

For verification purposes, I/We can be reached at [Your Phone Number] or [Your Email Address].

I/We appreciate your attention to ensuring the safety and welfare of my/our child during their travel.

Thank you for your cooperation.

[Your Signature(s)]

[Your Printed Name(s)]

Attachments:

• Copy of Child’s Passport
• Copy of Legal Parent(s)/Guardian(s)’ Identification
• Notarized Travel Consent Form (if applicable)

Sample Permission Letters for Travel

I, Jane Doe, am the legal parent of Emily Doe, born on March 15, 20XX, passport number USA1234567, residing at 123 Maple Street, Anytown, State, ZIP. I hereby grant permission for my daughter to travel from New York, NY, to London, UK, departing on March 10, 20XX, and returning on March 24, 20XX, traveling alone.

I have arranged for Emily to be received at the destination by my sister, Ann Smith, residing at 456 London Road, London, UK, ZIP. Ann Smith will be responsible for Emily’s care and accommodation during her stay in the UK. Ann can be contacted at +44 20 1234 5678.

For the duration of Emily’s trip, I authorize any required medical treatment that may be necessary. I have attached a notarized letter of consent that includes my authorization for medical treatment along with copies of my identification and Emily’s birth certificate for verification purposes.

I can be reached at any time at my phone number, 555-678-1234, or via email at [email protected], should verification of this permission or any additional information be required.

I appreciate your attention to ensuring Emily’s safety and welfare during her travel and stay in the UK.

[Signature]

• Notarized Letter of Consent for Medical Treatment
• Copy of Emily Doe’s Passport
• Copy of Jane Doe’s Identification
• Copy of Emily Doe’s Birth Certificate

We, John and Lisa Carter, are the legal parents of Sophia Carter, born on April 8, 20XX, passport number USA987654321, residing at 789 Pine Road, Greenville, State, ZIP. We hereby grant permission for our daughter to travel from Los Angeles, CA, to Paris, France, departing on April 15, 20XX, and returning on April 29, 20XX, under the supervision of her grandparents, Michael and Susan Taylor.

Michael Taylor, born on May 5, 19XX, passport number USA11223344, and Susan Taylor, born on July 7, 19XX, passport number USA55667788, will be responsible for Sophia’s care and safety during their journey and stay in France. We have organized all necessary accommodations and have informed the Taylors of all required details pertaining to Sophia’s travel, health, and well-being.

During Sophia’s trip, we authorize her grandparents, Michael and Susan Taylor, to make any decisions regarding her health and safety, including but not limited to medical treatment in case of emergency. Attached to this letter, you will find a notarized consent form that includes our authorization for medical treatment, along with copies of our identification, Sophia’s birth certificate, and the passports of all parties involved for verification purposes.

Should you require any further information or need to contact us for any reason, we are available at our phone number, 555-890-1234, or via email at [email protected].

We appreciate your cooperation in ensuring a safe and enjoyable trip for Sophia and her grandparents.

Thank you for your attention to this matter.

[Signatures]

John Carter

Lisa Carter

• Notarized Consent Form for Medical Treatment
• Copy of Sophia Carter’s Passport
• Copy of John and Lisa Carter’s Identification
• Copy of Sophia Carter’s Birth Certificate
• Copies of Michael and Susan Taylor’s Passports

Key Takeaways

These samples are well-crafted permission letters for minors traveling internationally, demonstrating key elements that ensure their effectiveness:

Clear Identification: Each letter starts by clearly identifying the child and the legal guardians, providing essential information such as names, birth dates, and passport numbers.

Specific Travel Details: The letters outline detailed travel plans, including departure and return dates, destinations, and the mode of travel, ensuring clarity regarding the trip’s scope.

Designated Guardian Information: The appointed guardians for the trip are named, with contact information provided. This establishes accountability and a point of contact during the child’s travel.

Medical Authorization: Both letters include authorization for medical treatment if necessary, acknowledging the importance of ensuring the child’s health and safety during their trip.

Attachment of Relevant Documents: Each letter lists attached documents, such as a notarized consent form, copies of passports, birth certificates, and identification, providing verification of the information stated and authorization granted.

Contact Information for Verification: The inclusion of the legal guardians’ contact information offers a direct line for any required verification or additional inquiries, emphasizing their availability to address concerns.

Polite and Cooperative Tone: The respectful and cooperative tone throughout the letters reflects the guardians’ appreciation for any assistance provided to ensure the child’s safe travel and stay.

These elements collectively contribute to the letters’ effectiveness by providing comprehensive and verifiable information, ensuring the child’s safety and well-being are prioritized and clearly communicated to relevant authorities and caretakers.

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