A letter giving approval for attendance at a seminar or conference is sent by a company official to the employee making the request. The letter should include any important dates such as when the conference will be held as well as any further actions the employee should take. The tone of the letter should be formal and professional and should be clear as to what is expected from the employee. Copies of the letter should also be provided to other concerned individuals such as the employee’s immediate supervisor and the human resources department.

An authorization letter should be as brief as possible, while still being clear as to what is expected from the employee. It should include all vital information on the event, such as dates and venues. It should tell the employee what actions they need to take in the light of the authorization, such as making sure any pending work is either completed before the employee leaves or is assigned to a colleague. No explanation as to the reasons behind the approval need to be given, although the letter writer may opt to do so if they believe it is appropriate.

Below is a sample of a letter giving approval for attendance at a seminar.

Sample Approval Letter

[Date]

Dear [name]

Please be advised that management has decided to grant your request to attend the [conference] on [subject matter] that will be held from [date] to [date] at [venue]. Please coordinate with [name of department/contact person] for your travel and other relevant expenses. Coordinate as well with your immediate supervisor regarding the completion of any pending work and the temporary designation of your responsibilities for the duration of your attendance.

Upon your return, you will be expected to write a report regarding the conference to be submitted to your supervisor. You must also provide an accounting of your expenses for liquidation purposes within five working days of your return to the office. Be advised that failure to comply with these requirements may expose you to sanctions from management.

If you have any other questions, please coordinate with [name].

Respectfully yours,

[Name of sender]
[Position]