Are you a property owner, landlord, or business manager who needs to grant someone permission to enter a property you manage?
Whether it’s for a one-time visit or ongoing access, a well-written letter of permission can provide clarity and document the agreement.
In this article, we’ve compiled 20 sample letters you can use as templates for your permission letters.
These letters cover a range of common scenarios, from allowing a contractor to perform repairs to permitting a tenant to sublet their apartment.
With these examples as a starting point, you can craft a professional and effective letter of permission in no time.
Let’s get started!
Sample Letters of Permission to Enter Property
Before diving into the sample letters, it’s helpful to understand the key components that should be included:
- The full names and contact information of the property owner/manager and the person being granted permission
- A clear description of the property, including the address
- The specific dates and times that access is being granted for
- The purpose of the visit or access
- Any relevant terms, conditions, or restrictions
- The signature of the property owner/manager
With those elements in mind, here are 20 sample letters of permission to enter a property that you can adapt for your use:
Letter 1: Permission for Contractor to Perform Repairs
Dear [Contractor Name],
This letter permits you to enter the property located at [Property Address] on [Date] between the hours of [Start Time] and [End Time] to perform repairs to the [Area of Property]. Please check in with the on-site manager, [Manager Name], upon arrival.
If you have any questions or concerns, please contact me at [Phone Number] or [Email Address].
Sincerely,
[Property Owner Name]
Letter 2: Permission for Tenant to Sublet Apartment
Dear [Tenant Name],
As per our discussion, this letter confirms that you have permission to sublet your apartment at [Apartment Address] to [Subletter Name] from [Start Date] to [End Date]. The subletter must abide by all terms of the original lease agreement, and you remain ultimately responsible for rent payments and any damage to the unit.
Please provide me with a copy of the signed sublease agreement for my records. Let me know if you need anything else!
Best regards,
[Landlord Name]
Letter 3: Permission for Realtor to Show Property to Prospective Buyers
Dear [Realtor Name],
I am writing to grant you permission to enter and show the property at [Property Address] to prospective buyers. This permission is valid from [Start Date] through [End Date]. Please provide at least 24 hours notice before any showings and ensure that the property is secured upon your departure.
Don’t hesitate to reach out if you need any additional information about the property to share with potential buyers. I appreciate your efforts to find a suitable new owner for the home.
Warm regards,
[Owner Name]
Letter 4: Permission for Utility Company to Access Meter
To Whom It May Concern:
Please allow the bearer of this letter, an employee of [Utility Company], to access the property at [Property Address] to read the [Gas/Electric/Water] meter. Access is permitted between the hours of 8:00 AM and 6:00 PM, Monday through Saturday.
If there are any issues or the employee is unable to complete their task, please contact me immediately at [Phone Number] so I can assist. Thank you for your cooperation.
Sincerely,
[Property Manager Name]
Letter 5: Permission for Neighbor to Park in Driveway During Street Repairs
Dear [Neighbor Name],
I understand that the street repairs taking place from [Start Date] to [End Date] will make it difficult for you to park near your home. I am happy to allow you to park your vehicle in my driveway at [Address] during this period. Please park on the left side of the driveway to ensure I can still get in and out easily.
Feel free to knock on my door if you need anything else while the road work is underway. It will be nice to have you as a “temporary neighbor” for a few days!
All the best,
[Your Name]
Letter 6: Permission for Pest Control Company to Treat Rental Property
Dear [Pest Control Company],
This letter authorizes your company to enter and treat the rental property located at [Property Address] for pest control purposes. Please schedule the treatment for [Date] between [Start Time] and [End Time]. The current tenants, [Tenant Names], have been notified of the upcoming service.
If you encounter any difficulties accessing the property or completing the treatment, please call me at [Phone Number] right away. I appreciate your prompt attention to this matter.
Regards,
[Landlord Name]
Letter 7: Permission for Appraiser to Inspect Property for Refinance
Dear [Appraiser Name],
I am writing to confirm that you have permission to enter and inspect my property at [Property Address] on [Date] at [Time] to conduct an appraisal for my refinance application. Please feel free to contact me at [Phone Number] if you need directions or have any questions before the appointment.
I look forward to receiving your professional assessment. Thank you for your assistance with my refinance process.
Best wishes,
[Homeowner Name]
Letter 8: Permission for Tenant’s Guest to Stay for Extended Period
Dear [Tenant Name],
I am writing to confirm that your guest, [Guest Name], has permission to stay with you at [Apartment Address] from [Start Date] to [End Date]. As previously agreed, the guest fee of [Amount] will be added to your monthly rent for this period.
Please ensure that your guest follows all building rules and regulations during their stay. Do not hesitate to let me know if you have any additional questions or concerns.
Sincerely,
[Landlord Name]
Letter 9: Permission for Property Management Company to Make Emergency Repairs
Dear [Property Management Company],
This letter grants your company permission to enter the property at [Address] in the event of an emergency repair situation, such as a burst pipe, gas leak, or fire. If possible, please notify me at [Phone Number] before entering the premises.
I authorize you to take whatever steps are necessary to mitigate damage and protect the safety of the tenants and the property. Please provide me with a detailed report of any emergency repairs performed.
Thank you for your prompt attention to any urgent issues that may arise.
Regards,
[Property Owner Name]
Letter 10: Permission for Arborist to Trim Trees on Property Line
Dear [Neighbor Name],
I am writing to request your permission to have an arborist, [Arborist Name], enter your property at [Address] on [Date] to trim the branches of the [Tree Type] that extend over our shared property line. The tree is located on my property at [Address], but some of the branches pose a risk of damage to both of our homes.
The arborist is insured and will take every precaution to ensure that your property is not damaged during the trimming process. Please let me know if you have any questions or concerns about granting this access.
Thank you for your cooperation in this matter. I look forward to your response.
Best regards,
[Your Name]
Letter 11: Permission for Security Company to Install Cameras
Dear [Security Company],
This letter authorizes your company to enter the property at [Address] on [Date] to install security cameras in the following locations: [List Locations]. The cameras should be positioned to monitor [Areas of Concern] without infringing on the privacy of the tenants or neighbors.
Please provide me with a written quote for the installation and monthly monitoring fees before proceeding. Once the cameras are installed, please schedule a time to review the system’s operation with me.
If you have any questions or require further information, please contact me at [Phone Number] or [Email Address].
Sincerely,
[Property Manager Name]
Letter 12: Permission for Surveyor to Access Property for Assessment
Dear [Property Owner Name],
I am writing to request your permission for a surveyor from [Survey Company Name] to access your property at [Address] on [Date] between [Start Time] and [End Time]. The surveyor, [Surveyor Name], will be conducting a boundary survey of the adjacent property at [Neighboring Address].
The surveyor will not disturb any landscaping or structures on your property and will take all necessary precautions to minimize any inconvenience. If you have any specific instructions or concerns regarding the surveyor’s access, please let me know so I can communicate them to the survey company.
Thank you for your assistance in this matter. Please feel free to contact me at [Phone Number] or [Email Address] if you have any questions.
Best regards,
[Your Name]
Letter 13: Permission for Tenant to Paint Walls in Neutral Colors
Dear [Tenant Name],
As per our conversation, I am writing to confirm that you have permission to paint the walls of your apartment at [Address] in neutral colors. Please choose from the following approved shades: [List Colors].
You are responsible for purchasing the paint and supplies, as well as returning the walls to their original color before vacating the unit. If you hire professional painters, please provide me with their contact information for my records.
Feel free to contact me if you have any questions or concerns about the painting process. I appreciate your efforts to personalize your living space while maintaining the overall appearance of the rental unit.
Warm regards,
[Landlord Name]
Letter 14: Permission for Cleaning Service to Enter Vacation Rental Between Guests
Dear [Cleaning Service],
This letter confirms that your company has permission to enter the vacation rental property at [Address] between guest stays to perform cleaning and maintenance tasks. Please refer to the attached schedule for the specific dates and times that access is permitted.
Ensure that your staff follows the provided checklist and reports any damages or issues to me immediately. The lockbox code to access the keys is [Code]. Please change the lockbox code to [New Code] after each cleaning and notify me of the change.
If you have any questions or encounter any problems while servicing the property, do not hesitate to contact me at [Phone Number] or [Email Address].
Sincerely,
[Property Manager Name]
Letter 15: Permission for Plumber to Investigate Leak in Neighboring Unit
Dear [Neighbor Name],
I am writing to request your permission for a plumber from [Plumbing Company] to enter your apartment at [Address] on [Date] to investigate a suspected leak that is affecting the unit below yours. The plumber, [Plumber Name], will need to access your bathroom and kitchen to check for any signs of water damage or leaks.
Please let me know if the scheduled date and time work for you, or if you need to arrange an alternative time for the plumber to visit. I apologize for any inconvenience this may cause and appreciate your cooperation in resolving this issue promptly.
If you have any questions or concerns, please do not hesitate to contact me at [Phone Number] or [Email Address].
Best regards,
[Property Manager Name]
Letter 16: Permission for Meter Reader to Access Gated Community
Dear [Security Team],
Please allow the bearer of this letter, [Meter Reader Name], to enter the gated community at [Community Name] on [Date] between [Start Time] and [End Time] to read the utility meters for [Utility Company]. The meter reader will be wearing a company uniform and carrying identification.
If there are any issues with accessing the meters or if the meter reader encounters any difficulties while on the property, please contact me immediately at [Phone Number]. I appreciate your assistance in ensuring that the meter reading process goes smoothly.
Thank you for your cooperation in this matter.
Sincerely,
[Property Manager Name]
Letter 17: Permission for Furniture Delivery to Apartment
Dear [Tenant Name],
I am writing to confirm that you have permission to have furniture delivered to your apartment at [Address] on [Date] between [Start Time] and [End Time]. Please ensure that the delivery personnel are careful not to damage any walls, doors, or common areas during the move-in process.
If you need assistance with accessing the building or using the elevator for the delivery, please let me know in advance so I can make the necessary arrangements with the building staff.
I hope you enjoy your new furniture and settle into your apartment comfortably. Please don’t hesitate to reach out if you have any additional questions or concerns.
Warm regards,
[Landlord Name]
Letter 18: Permission for Roofer to Inspect and Repair Roof Damage
Dear [Roofing Company],
This letter grants your company permission to access the roof of the property at [Address] on [Date] to inspect and repair the damage caused by the recent storm. Please provide a detailed estimate of the necessary repairs and the associated costs before proceeding with any work.
If you need to enter any of the tenant’s units to assess interior damage, please coordinate with the on-site property manager, [Manager Name], to schedule a convenient time for access. Ensure that your crew takes all necessary safety precautions while working on the roof and minimizes any disruption to the tenants.
Please contact me directly at [Phone Number] or [Email Address] if you have any questions or concerns about the repair process.
Sincerely,
[Property Owner Name]
Letter 19: Permission for Photographer to Conduct Real Estate Photoshoot
Dear [Photographer Name],
I am writing to confirm that you have permission to enter the property at [Address] on [Date] between [Start Time] and [End Time] to conduct a real estate photo shoot to list the property for sale. Please feel free to move any furniture or decor items as needed to capture the best possible images of the space.
If you need any assistance during the photoshoot or have any questions about the property, please contact the real estate agent, [Agent Name], at [Phone Number]. I appreciate your efforts to showcase the property in the best possible light.
Thank you for your professional services.
Best regards,
[Property Owner Name]
Letter 20: Permission for Home Health Aide to Visit Elderly Tenant
Dear [Home Health Aide],
This letter confirms that you have permission to enter the apartment of [Tenant Name] at [Address] to provide necessary medical and personal care services. Please coordinate with [Tenant Name] to establish a regular schedule for your visits.
If you encounter any issues with accessing the building or the tenant’s unit, please contact me immediately at [Phone Number]. I appreciate the valuable care and assistance you provide to [Tenant Name] and want to ensure that you have a smooth experience while visiting the property.
Please don’t hesitate to reach out if there is anything I can do to support you in your important work.
Sincerely,
[Landlord Name]
Wrap-up: Clear Permission Letters Simplify Property Access
A well-crafted permission letter is an essential tool for property owners and managers.
By clearly documenting who is allowed to enter a property, when, and for what purpose, you can keep your properties secure while ensuring that authorized individuals can carry out their responsibilities.
These 20 sample letters provide a framework you can use to create your permission documents.
Be sure to include all the key details, get the letter signed, and keep a copy for your records.
With these letters in hand, you’ll be able to confidently grant property access to contractors, employees, guests, and service providers.