If you’ve ever applied for a waiver, you know the anxiety that comes with waiting for a response.
Whether it’s for a college application fee, a late payment penalty, or a work requirement, the uncertainty can be overwhelming.
That’s why receiving a letter of waiver approval can be such a relief.
In this article, we’ll explore 20 sample letters of waiver approval for various situations.
These letters provide insight into the language and structure used by organizations when granting waivers.
By familiarizing yourself with these examples, you’ll be better prepared to interpret any waiver approval letters you may receive in the future.
So let’s get started!
Sample Letters of Waiver Approval
Below are 20 sample letters of waiver approval for your reference.
Letter 1
Subject: Approval of Late Payment Fee Waiver
Dear [Name],
We have reviewed your request for a waiver of the late payment fee on your account. After careful consideration, we are pleased to inform you that your request has been approved. The late fee of $50 will be removed from your account balance.
Please note that this waiver is a one-time courtesy. Future late payments may result in fees being assessed to your account. We encourage you to make your payments on time to avoid any additional charges.
If you have any questions or concerns, please don’t hesitate to contact our customer service department at [phone number] or [email address]. We appreciate your business and look forward to serving you in the future.
Sincerely,
[Company Name]
Letter 2
Subject: Approval of College Application Fee Waiver
Dear [Applicant],
Congratulations! We have reviewed your request for a waiver of the college application fee and are pleased to inform you that your request has been approved. You may now submit your application without paying the $75 fee.
We understand that application fees can be a financial burden for many students and their families. By granting this waiver, we hope to make the college application process more accessible and affordable for you.
Please keep in mind that this waiver only applies to the application fee. You are still responsible for any other costs associated with applying to our college, such as standardized test fees or transcript fees.
We wish you the best of luck with your application and look forward to reviewing it soon. If you have any questions, please feel free to contact our admissions office at [phone number] or [email address].
Sincerely,
[College Name]
Admissions Office
Letter 3
Subject: Approval of Work Requirement Waiver
Dear [Employee Name],
We have received your request for a waiver of the mandatory overtime work requirement for the upcoming holiday season. After reviewing your circumstances, we have decided to approve your request.
We understand that you have family commitments that make it difficult for you to work the additional hours required during this busy time. We value your contributions to our company and want to support you in maintaining a healthy work-life balance.
Please note that this waiver only applies to the holiday season overtime requirement. You will still be expected to fulfill your regular work schedule and any other duties as assigned.
If your circumstances change and you become available to work overtime, please let your supervisor know as soon as possible. We appreciate your dedication to your job and your willingness to be flexible when needed.
Thank you for your hard work and commitment to our company. If you have any questions or concerns, please don’t hesitate to reach out to your supervisor or HR representative.
Sincerely,
[Company Name]
Human Resources Department
Letter 4
Subject: Health Insurance Waiver Approval
Dear [Name],
We have reviewed your request for a waiver of the required health insurance coverage for next year. Based on the proof of alternative coverage you provided, your waiver request has been approved.
Your current health insurance plan meets the minimum coverage requirements set by our company. As a result, you are not required to enroll in our company-sponsored health plan for the upcoming year.
Please keep in mind that if your alternative coverage changes or lapses, you will need to notify our HR department immediately. You may be required to enroll in our company health plan at that time to ensure you have continuous coverage.
We appreciate you taking the time to provide the necessary documentation to support your waiver request. If you have any questions about your health insurance options or the waiver process, please contact our HR benefits specialist at [phone number] or [email address].
Sincerely,
[Company Name]
Human Resources Department
Letter 5
Subject: Approval of Prerequisite Course Waiver
Dear [Student Name],
We have received your petition to waive the prerequisite course requirement for [Course Name]. After a careful review of your academic records and the supporting documents you provided, we are pleased to inform you that your waiver request has been approved.
Based on your performance in previous coursework and your demonstrated knowledge of the subject matter, the department has determined that you have the necessary background to succeed in [Course Name] without completing the prerequisite course.
Please note that this waiver only applies to the prerequisite for [Course Name]. You are still responsible for fulfilling any other course requirements or prerequisites for your degree program.
If you have any questions about the waiver process or your degree requirements, please don’t hesitate to contact your academic advisor or the department chair. We wish you continued success in your studies.
Sincerely,
[Department Name]
[University Name]
Letter 6
Subject: Jury Duty Waiver Approval
Dear [Name],
We have received your request for a waiver of jury duty service. After reviewing your circumstances, we have determined that you meet the criteria for an exemption and your waiver request has been approved.
Based on the medical documentation you provided, it is clear that serving on a jury at this time would pose a significant hardship for you. We understand that your health concerns make it difficult for you to fulfill this civic duty.
Please keep in mind that this waiver only applies to your current jury duty summons. If you receive another summons in the future and your circumstances have changed, you will need to request a new waiver at that time.
We appreciate you taking the time to provide the necessary documentation to support your waiver request. If you have any questions about the jury duty waiver process, please contact our office at [phone number] or [email address].
Sincerely,
[Jury Commissioner’s Office]
[County/District Name]
Letter 7
Subject: Approval of GRE Waiver for Graduate School Application
Dear [Applicant Name],
We are pleased to inform you that your request for a waiver of the Graduate Record Examination (GRE) requirement for your graduate school application has been approved. After reviewing your academic records and professional experience, the admissions committee has determined that you have demonstrated the necessary qualifications for our program without submitting GRE scores.
Your strong undergraduate performance, relevant work experience, and letters of recommendation have provided a comprehensive picture of your potential as a graduate student. We believe that you have the skills and knowledge needed to succeed in our program.
Please note that this waiver only applies to the GRE requirement. You are still responsible for submitting all other required application materials, including transcripts, essays, and letters of recommendation, by the stated deadlines.
We appreciate your interest in our graduate program and look forward to reviewing your complete application. If you have any questions about the application process or the GRE waiver, please contact our admissions office at [phone number] or [email address].
Sincerely,
[Graduate Program Name]
Admissions Committee [University Name]
Letter 8
Subject: Approval of Pet Policy Waiver
Dear [Resident Name],
We have received your request for a waiver of the “no pets” policy in your lease agreement. After careful consideration of your circumstances and the documentation you provided, we have decided to approve your waiver request.
Based on the information you submitted, we understand that your emotional support animal plays a crucial role in managing your mental health. We want to ensure that you have the accommodations you need to live comfortably in your rental unit.
Please note that this waiver only applies to the specific emotional support animal described in your request. If you wish to make any changes or additions to your support animal, you must submit a new waiver request for approval.
Additionally, you are responsible for ensuring that your support animal does not cause any damage to the rental property or disrupt other tenants. Any damages caused by your animal will be your responsibility to repair or replace.
We appreciate you taking the time to provide the necessary documentation to support your waiver request. If you have any questions about the pet policy waiver or your lease agreement, please contact our property management office at [phone number] or [email address].
Sincerely,
[Property Management Company Name]
Letter 9
Subject: Approval of Vaccination Waiver
Dear [Name],
We have received your request for a waiver of the mandatory vaccination policy for [School/Company Name]. After reviewing your medical documentation, we have determined that you are eligible for a vaccination exemption and your waiver request has been approved.
Based on the information provided by your healthcare provider, it is clear that receiving the required vaccinations would pose a significant health risk for you. We understand that your medical condition prevents you from being safely vaccinated at this time.
Please note that this waiver only applies to the specific vaccinations mentioned in your exemption request. If your medical condition changes or if new vaccinations are required in the future, you will need to submit a new waiver request for approval.
In the event of a disease outbreak for which you are not vaccinated, you may be required to take additional precautions, such as wearing personal protective equipment or working/learning remotely, to ensure the safety of yourself and others.
We appreciate you taking the time to provide the necessary medical documentation to support your waiver request. If you have any questions about the vaccination waiver process or the health and safety policies at [School/Company Name], please contact our [Office/Department Name] at [phone number] or [email address].
Sincerely,
[School/Company Name]
Administration
Letter 10
Subject: Approval of Residency Requirement Waiver
Dear [Student Name],
We have received your petition for a waiver of the university’s residency requirement. After a careful review of your circumstances and the supporting documents you provided, we are pleased to inform you that your waiver request has been approved.
Based on the information you submitted, we understand that you have unique family obligations that make it difficult for you to fulfill the standard residency requirement. We want to ensure that you have the flexibility you need to balance your education with your responsibilities.
Please note that this waiver only applies to the residency requirement for your current degree program. If you change programs or pursue additional degrees in the future, you will need to submit a new waiver request for consideration.
Additionally, you are still responsible for completing all other degree requirements, including coursework, exams, and any required internships or practical experiences. Your academic advisor can help you plan a course of study that meets these requirements while accommodating your residency waiver.
We appreciate you taking the time to provide the necessary documentation to support your waiver request. If you have any questions about the residency waiver process or your degree requirements, please contact the Office of Academic Affairs at [phone number] or [email address].
Sincerely,
[University Name]
Office of Academic Affairs
Letter 11
Subject: Approval of Parking Ticket Fee Waiver
Dear [Name],
We have received your request for a waiver of the parking ticket fee issued on [Date]. After reviewing your appeal and the circumstances surrounding the violation, we have decided to approve your waiver request.
Based on the information you provided, it appears that the parking meter malfunctioned, preventing you from properly registering your payment. We understand that this was an extenuating circumstance beyond your control.
As a result, we will waive the $50 parking ticket fee on your account. You will not be required to pay any additional fines or fees related to this specific violation.
Please note that this waiver is a one-time courtesy. Future parking violations, even those due to equipment malfunctions, may result in fines being assessed to your account. We encourage you to always check that the parking meter or payment system is functioning properly before leaving your vehicle.
If you have any questions or concerns about the parking ticket waiver process or your account status, please don’t hesitate to contact our parking services department at [phone number] or [email address]. We appreciate your understanding and cooperation in resolving this matter.
Sincerely,
[City/University Name]
Parking Services Department
Letter 12
Subject: Waiver of Out-of-State Tuition Fees Approved
Dear [Student Name],
Congratulations! After reviewing your application for a waiver of out-of-state tuition fees, we are pleased to inform you that your request has been approved. You will now be charged the in-state tuition rate for your studies at [University Name].
Based on the information you provided about your residency status and ties to the state, you have demonstrated that you meet the criteria for in-state tuition classification. This means that you will save a significant amount on your tuition costs each semester.
Please keep in mind that this waiver applies only to your tuition fees. You are still responsible for paying any other required fees, such as student activity fees, technology fees, or course-specific fees.
Additionally, if your residency status changes in the future, you must notify the Office of the Registrar immediately. A change in residency status may affect your eligibility for in-state tuition rates.
We are thrilled to welcome you as an in-state student and hope that this tuition waiver makes your education more affordable and accessible. If you have any questions about your tuition classification or the waiver process, please contact the Office of the Registrar at [phone number] or [email address].
Sincerely,
[University Name]
Office of the Registrar
Letter 13
Subject: Waiver of Early Termination Fee Approved
Dear [Customer Name],
We have received your request to waive the early termination fee for your [service type] contract. After reviewing your account and the circumstances you described, we have decided to approve your waiver request.
We understand that your recent move to a new location has made it difficult for you to continue using our services. As a courtesy, we will waive the $200 early termination fee that would typically be assessed when canceling a contract before its expiration date.
Please note that this waiver only applies to the early termination fee. You are still responsible for paying any outstanding balances on your account, including charges for services used up until the date of cancellation.
To complete the cancellation process, please contact our customer service department at [phone number] or [email address]. They will assist you in finalizing the cancellation and ensuring that your account is properly closed.
We appreciate your business and are sorry to see you go. If you have any questions or concerns about the waiver process or your account status, please don’t hesitate to reach out to us.
Sincerely,
[Company Name]
Customer Service Team
Letter 14
Subject: Approval of Foreign Language Requirement Waiver
Dear [Student Name],
We have received your petition for a waiver of the foreign language requirement for your degree program. After a careful review of your academic background and the supporting documents you provided, we are pleased to inform you that your waiver request has been approved.
Based on your high school transcripts and the results of your language proficiency exam, it is clear that you have demonstrated a level of fluency in [Language] that meets or exceeds the expectations for the foreign language requirement.
As a result, you will not be required to complete any additional foreign language coursework as part of your degree program. This waiver allows you to focus on other academic areas that are more relevant to your career goals.
Please note that this waiver only applies to the foreign language requirement for your current degree program. If you change programs or pursue additional degrees in the future, you may be subject to different language requirements.
We appreciate you taking the time to provide the necessary documentation to support your waiver request. If you have any questions about the foreign language waiver process or your degree requirements, please contact your academic advisor or the department chair.
Sincerely,
[Department Name]
[University Name]
Letter 15
Subject: Approval of Late Registration Fee Waiver
Dear [Student Name],
We have received your request for a waiver of the late registration fee for the upcoming semester. After reviewing your circumstances and the documentation you provided, we have decided to approve your waiver request.
We understand that unexpected medical issues prevented you from registering for classes by the regular deadline. Your health and well-being are of the utmost importance, and we want to ensure that you have the support you need to continue your education.
As a result, we will waive the $150 late registration fee for this semester. You may proceed with registering for classes without incurring this additional charge.
Please keep in mind that this waiver only applies to the late registration fee. You are still responsible for paying all other tuition and fees associated with your enrollment, as well as any course-specific fees.
If you have any questions or concerns about the registration process or your student account, please don’t hesitate to contact the Office of the Registrar at the department.
Sincerely,
[Department Name]
[University Name]
Letter 16
Subject: Approval of Baggage Fee Waiver
Dear [Customer Name],
We have received your request for a waiver of the excess baggage fee charged on your recent flight with [Airline Name]. After reviewing your travel itinerary and the circumstances you described, we have decided to approve your waiver request.
We understand that your trip was for a special occasion and that you needed to bring additional items with you. As a gesture of goodwill, we will waive the $75 excess baggage fee that was assessed on your ticket.
Please note that this waiver is a one-time courtesy. Future flights with excess baggage may result in fees being charged to your account. We encourage you to review our baggage policy and plan accordingly for your travel needs.
If you have any questions or concerns about the baggage fee waiver process or your account status, please don’t hesitate to contact our customer service department at [phone number] or [email address]. We appreciate your business and look forward to serving you on future flights.
Sincerely,
[Airline Name]
Customer Service Team
Letter 17
Subject: Approval of Continuing Education Requirement Waiver
Dear [Licensee Name],
We have received your request for a waiver of the continuing education requirement for your professional license renewal. After reviewing your circumstances and the supporting documents you provided, we have decided to approve your waiver request.
Based on the information you submitted, we understand that you have faced significant personal challenges over the past year that have made it difficult for you to complete the required continuing education hours. We want to support you in maintaining your professional license during this challenging time.
As a result, we will waive the 20-hour continuing education requirement for your license renewal this year. You may proceed with renewing your license without submitting proof of completed continuing education credits.
Please note that this waiver only applies to the current renewal cycle. In future years, you will be expected to fulfill the continuing education requirement as outlined in the licensing regulations.
We appreciate you taking the time to provide the necessary documentation to support your waiver request. If you have any questions about the continuing education waiver process or your license renewal, please contact our licensing department at [phone number] or [email address].
Sincerely,
[Licensing Board Name]
Letter 18
Subject: Waiver of Minimum Balance Requirement Approved
Dear [Account Holder Name],
We are pleased to inform you that your request for a waiver of the minimum balance requirement on your [account type] has been approved. After reviewing your banking history and the circumstances you described, we have decided to grant you this waiver.
We understand that your financial situation has been affected by recent job changes and that maintaining the minimum balance has been challenging. As a valued customer, we want to support you in managing your finances during this transitional period.
As a result of this waiver, you will not be charged the $10 monthly maintenance fee for accounts that fall below the $500 minimum balance requirement. This waiver will remain in effect for the next six months, giving you time to rebuild your savings.
Please keep in mind that this waiver only applies to the minimum balance requirement and associated maintenance fees. You are still responsible for any other fees or charges related to your account, such as overdraft fees or transaction fees.
We appreciate your loyalty as a customer and are happy to provide this waiver to support your financial well-being. If you have any questions about the minimum balance waiver or your account status, please contact our customer service team at [phone number] or [email address].
Sincerely,
[Bank Name]
Customer Service Department
Letter 19
Subject: Approval of Course Prerequisite Waiver
Dear [Student Name],
We have received your petition to waive the prerequisite course requirement for [Course Name]. After careful review of your academic background and the supporting documents you provided, we are pleased to inform you that your waiver request has been approved.
Based on your previous coursework at another institution and your relevant work experience, the department has determined that you have the necessary knowledge and skills to succeed in [Course Name] without completing the standard prerequisite course.
Please note that this waiver only applies to the prerequisite for [Course Name]. You are still responsible for fulfilling any other course requirements or prerequisites for your degree program.
To enroll in [Course Name], please contact your academic advisor or the department administrator. They will assist you in registering for the course and ensuring that your academic record reflects the approved prerequisite waiver.
We appreciate you taking the time to provide the necessary documentation to support your waiver request. If you have any questions about the prerequisite waiver process or your degree requirements, please don’t hesitate to reach out to us.
Sincerely,
[Department Name]
[University Name]
Letter 20
Subject: Approval of Late Payment Penalty Waiver
Dear [Customer Name],
We have received your request for a waiver of the late payment penalty on your recent invoice. After reviewing your account history and the circumstances you described, we have decided to approve your waiver request.
We understand that an unexpected medical emergency prevented you from making your payment by the due date. Your long-standing history as a reliable customer and the documentation you provided support your request for a waiver.
As a result, we will waive the $25 late payment penalty that was assessed on your account. Your balance will be adjusted to reflect this waiver, and no further late fees will be charged for this specific invoice.
Please note that this waiver is a one-time accommodation. Future late payments may result in penalties being applied to your account. We encourage you to contact us proactively if you anticipate any issues with making timely payments.
If you have any questions or concerns about the late payment penalty waiver or your account status, please don’t hesitate to reach out to our billing department at [phone number] or [email address]. We appreciate your business and look forward to continuing to serve you.
Sincerely,
[Company Name]
Billing Department
Wrap-up: Sample Letters of Waiver Approval
Waiver approval letters serve as official documentation of an organization’s decision to grant an exception to a standard policy or requirement.
Whether you’re a student, employee, or customer, receiving a waiver approval letter can provide a sense of relief and help you move forward with your plans.
By reviewing these 20 sample letters, you’ve seen how organizations communicate their decisions to waive fees, requirements, and penalties in various situations.
From college application fees to late payment penalties, these letters demonstrate the range of circumstances where waivers may be granted.
Remember, while these letters serve as examples, each situation is unique.
The specific language and structure of a waiver approval letter may vary depending on the organization and the circumstances involved.
If you find yourself in a situation where you need to request a waiver, be sure to provide clear and compelling reasons for your request, along with any supporting documentation.
By doing so, you increase your chances of receiving a favorable response and a waiver approval letter like the ones showcased here.
We hope these sample letters have provided valuable insight and guidance as you navigate the world of waivers and approvals.
Remember, clear communication and a well-supported request can go a long way in achieving the outcome you seek.