sample letter of request for thesis survey

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SAMPLE REQUEST LETTER TO CONDUCT SURVEY

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Home » Letters » Permission Letters » Letter Asking for Permission to Conduct Survey – Sample Letter Requesting Permission to Conduct Survey

Letter Asking for Permission to Conduct Survey – Sample Letter Requesting Permission to Conduct Survey

Table of Contents:

• Sample Letter

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How to use live assistant, additional template options, download options, share via email, share via whatsapp, copy to clipboard, print letter, sample letter requesting permission to conduct survey.

To, The __________ (President/ Chairman), ______________ (Society Name), ______________ (Address)

Date: __/__/____ (Date)

Subject: Seeking permission to conduct survey in __________ (location)

Respected Sir/Madam,

This is to inform you that I/we am/are planning to conduct a survey in your locality i.e. _________ (Location) on __/__/____ (Date). The aim of the survey is to attain knowledge on _______________ (Topic: Company Product Launch/ Marketing Purpose/ Existing Product Review/ etc.).

I/we am/are writing this letter in order to seek your kind permission for conducting the survey. The above-said survey could help us gain better knowledge about the user’s experience/ user’s interest in the required fields.

We look forward to a quick and positive response from your side. For any queries feel free to contact us on ________________ (Email ID).

Thanking you, Yours Truly, ___________ (Signature) ___________ (Name), ___________ (Contact Number)

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• A: Yes, clearly stating the purpose helps the recipient understand the nature and significance of the survey.
• A: Yes, providing contact information ensures that the recipient can reach out for any clarification or additional information.
• A: Yes, expressing gratitude shows courtesy and appreciation for the recipient's consideration of the survey request.
• A: Yes, highlighting the potential benefits demonstrates the importance and relevance of the survey to the recipient or community.
• A: If you receive a positive response, ensure to follow any guidelines or instructions provided by the recipient, and conduct the survey responsibly and ethically.

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Permission Letter To Conduct Research: How To Draft It Right!

In this article, I’ll share my insights and provide you with a step-by-step guide, including customizable templates , to craft your own effective permission letter for research.

Permission Letter Generator

Disclaimer: This is a generated template and should be tailored to your specific needs. Ensure all legal or organizational requirements are met before sending.

Key Takeaways Understand the purpose and importance of a permission letter for research. Learn the essential components to include in your letter. Get a step-by-step guide to writing a compelling permission letter. Benefit from a customizable template to streamline your writing process. Discover practical tips from my personal experience to enhance your letter.

Understanding the Importance of a Permission Letter for Research

A permission letter for research is a crucial document that formally requests authorization to conduct a study in specific locations or collect data from a particular group.

It serves as a formal agreement between the researcher and the authority or individuals involved, ensuring that the research is conducted ethically and legally.

Step-by-Step Guide to Writing Your Permission Letter

Step 1: start with contact information and date.

Always begin your letter by stating your contact information at the top, followed by the date. This should include your name, address, phone number, and email address.

Step 2: Address the Recipient Properly

Trending now: find out why.

Address the recipient by their proper title and name. If you’re unsure, a general “To Whom It May Concern” can suffice, but personalized greetings are always more impactful.

Step 3: Introduce Yourself and Your Affiliation

Introduce yourself, your position, and your affiliation. This sets the context and establishes your credibility.

Step 4: Clearly State the Purpose of Your Letter

Be clear and concise about your intent to seek permission for research. Mention the research topic and why the specific site or group is essential for your study.

Step 5: Provide Details of Your Research

Explain the scope of your research, the methodology you’ll use, and the expected duration. Transparency is key to gaining trust and approval.

Step 6: Assure Ethical Compliance

Highlight your commitment to ethical standards, including how you’ll ensure participant confidentiality and data protection.

Step 7: Request for Approval

Politely request permission to proceed with your research, expressing your willingness to comply with any required protocols or guidelines.

Step 8: Include Contact Information for Follow-up

Offer your contact information again, encouraging the recipient to reach out with any questions or requests for further details.

Step 9: Close with a Professional Salutation

End your letter with a professional closing, such as “Sincerely,” followed by your name and signature.

Template for a Permission Letter To Conduct Research

[Your Name] [Your Address] [City, State, Zip Code] [Phone Number] [Email Address] [Date]

[Recipient’s Name or Title] [Organization’s Name] [Address] [City, State, Zip Code]

Dear [Recipient’s Name or Title],

I am writing to request permission to conduct research at [location/site/group], as part of my [research project/study] on [topic]. My name is [Your Name], and I am a [Your Position] at [Your Institution or Organization].

The purpose of my research is to [briefly state the objective]. I believe that [location/site/group] is essential for my study because [reason]. The research will involve [describe the methodology], and I anticipate it will take approximately [duration] to complete.

I assure you that all research activities will adhere to the highest ethical standards. Participant confidentiality and data protection will be strictly maintained throughout the research process.

Your approval to conduct this research would be greatly appreciated. I am more than willing to adhere to any specific protocols or requirements you may have. Please feel free to contact me at [Your Phone Number] or [Your Email Address] if you have any questions or need further information.

Thank you for considering my request. I look forward to your positive response.

[Your Name] [Your Signature, if sending a hard copy]

Personal Tips from My Experience

• Personalize Your Letter:  Tailoring the letter to the recipient shows respect and attention to detail.
• Be Concise but Thorough:  Provide enough detail to inform but not so much that it overwhelms the reader.
• Follow-Up:  Don’t hesitate to follow up if you haven’t received a response within a reasonable time frame.
• Show Appreciation:  Always express gratitude for the recipient’s time and consideration.

I hope this guide helps you craft an effective permission letter for your research. I’d love to hear about your experiences or any additional tips you might have. Please share your thoughts and questions in the comments below!

Related Posts

• Free Templates for Research Permission Letters
• 3 Must-Have Templates for Requesting Permission Easily
• Sample Letter To Request To Attend A Conference: Free & Effective

Frequently Asked Questions (FAQs)

Q: What is a permission letter to conduct research?

Answer : A permission letter to conduct research is a formal request to obtain permission from an organization or individual to conduct research on a particular topic. This type of letter is commonly used by students, researchers, and scholars who require permission to carry out their research.

Q: Why is a permission letter to conduct research important?

Answer : A permission letter to conduct research is important because it shows that the researcher has obtained the necessary permissions to conduct their research. It also provides a clear understanding of the scope and nature of the research and how it will be conducted, which can help to prevent misunderstandings or legal issues.

Q: Who should I address my permission letter to?

Answer : You should address your permission letter to the individual or organization that has the authority to grant permission for your research. This could be the head of the organization, a department manager, or an individual who is responsible for the area that you wish to conduct research in.

Q: What should I include in my permission letter to conduct research?

Answer : Your permission letter to conduct research should include an introduction that outlines your research topic and objectives, an explanation of why you need permission, an overview of your research methodology, details on the timeline and logistics of your research, and a formal closing that thanks the recipient for their time and consideration.

Q: How do I ensure that my permission letter to conduct research is effective?

Answer : To ensure that your permission letter to conduct research is effective, make sure that it is clear, concise, and polite. Provide detailed information about your research and the nature of your request, and address any potential concerns or objections that the recipient may have. Finally, proofread your letter carefully to ensure that it is free from errors and typos.

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Dissertation Format and Submission

• Dissertation Submission
• Getting Survey Permissions
• Help Videos

Download a PDF of this FAQ  

Download the template permission letter, instrument permissions faq, permissions to use and reproduce instruments in a thesis/dissertation frequently asked questions, why might i need permission to use an instrument in my thesis/dissertation.

• Determine whether you need permission
• Identify the copyright holder
• Ask for permission
• Keep a record
• What if I can't locate the copyright holder?

If you want to use surveys, questionnaires, interview questions, tests, measures, or other instruments created by other people, you are required to locate and follow usage permissions. The instrument may be protected by copyright and/or licensing restrictions.

Copyright Protection

Copyright provides authors of original creative work with limited control over the reproduction and distribution of that work. Under United States law, all original expressions that are “fixed in a tangible medium” are automatically protected by copyright at the time of their creation. In other words, it is not necessary to formally state a declaration of copyright, to use the © symbol, or to register with the United States Copyright Office.

Therefore, you must assume that any material you find is copyrighted, unless you have evidence otherwise. This is the case whether you find the instrument openly on the web, in a library database, or reproduced in a journal article. It is your legal and ethical responsibility to obtain permission to use, modify, and/or reproduce the instrument.

If you use and/or reproduce material in your thesis/dissertation beyond the limits outlined by the “fair use” doctrine, which allows for limited use of a work, without first gaining the copyright holder’s permission, you may be infringing copyright.

Licensing/Terms of Use

Some instruments are explicitly distributed under a license agreement or terms of use. Unlike copyright, which applies automatically, users must agree to these terms in order to use the instrument. In exchange for abiding by the terms, the copyright holder grants the licensee specific and limited rights, such as the right to use the instrument in scholarly research, or to reproduce the instrument in a publication.

When you ask a copyright holder for permission to use or reproduce an instrument, you are in effect asking for a license to do those things.

How do I know if I need permission to use instruments in my thesis/dissertation research? (Adapted from Hathcock & Crews )

Follow the four-step process below:

1. Determine whether you need permission

There are different levels of permissions for using an instrument:

a)  No permission required

i. The copyright holder has explicitly licensed the use of instrument for any purpose, without requiring you to obtain permission.

ii. If you are only using a limited portion of the instrument, your use may be covered under the Fair Use Doctrine. See more here:  https://uhcl.libguides.com/copyright/fairuse .

iii. If the instrument was developed by the federal government or under a government grant it may be in the public domain, and permission is therefore not required.

iv. If the document was created before 1977, it may be in the public domain, and permission is therefore not required. See the Stanford Public Domain Flowchart at https://fairuse.stanford.edu/wp-content/uploads/2014/06/publicdomainflowchart.png .

b)  Non-commercial/educational use: The copyright holder has licensed the instrument only for non-commercial research or educational purposes, without requiring you to obtain the permission of the copyright holder. Any other usage requires permission.

Sample Permission for Educational Use:

Test content may be reproduced and used for non-commercial research and educational purposes without seeking written permission. Distribution must be controlled, meaning only to the participants engaged in the research or enrolled in the educational activity. Any other type of reproduction or distribution of test content is not authorized without written permission from the author and publisher. Always include a credit line that contains the source citation and copyright owner when writing about or using any test.

Source: Marta Soto, “How Permissions Work in PsycTests,” APA Databases & Electronic Resources Blog. American Psychological Association. http://blog.apapubs.org/2016/12/21/how-permissions-work-in-psyctests/ .

Even if you are not required to obtain permission to use the instrument, consider contacting the author for ideas on how to administer and analyze the test. Authors often welcome further use of their work, and may request you send them a copy of your final work.

c)  Permission required:  Instruments that require you to obtain the permission of the copyright holder, regardless of whether the use is for educational or commercial purposes. This may be because the copyright holder

• has important directions for how the test must be administered and analyzed
• wants to make sure the most current version is being used
• charges users a fee in order to administer the test

If you cannot locate the permissions, you are required to identify the copyright holder and contact them to ask about permission to use the instrument.

2. Identify the copyright holder  (Adapted from Crews )

The next step is to identify who owns the copyright. The copyright holder is usually the creator of the work. If the copyright owner is an individual, you will need to do the usual Internet and telephone searches to find the person. Be ready to introduce yourself and to explain carefully what you are seeking.

Some authors transfer copyright to another entity, such as a journal publisher or an organization. In these cases, you must obtain permission from that entity to use or reproduce the instrument. You can often identify the owner by locating a © copyright notice, but as mentioned above, not all copyrighted works have a notice.

Check the following sources to locate instruments, their copyright holders, and their permission statements:

• Mental Measurements Yearbook: https://uhcl.idm.oclc.org/login?url=https://search.ebscohost.com/login.aspx?authtype=ip,uid&profile=ehost&defaultdb=mmt
• PsycTESTS: https://uhcl.idm.oclc.org/login?url=https://search.ebscohost.com/login.aspx?authtype=ip,uid&profile=ehost&defaultdb=pst
• Neumann Library Tests & Measures help: https://uhcl.libguides.com/PSYC/tests
• Library assistance e-mail: [email protected]

​You may need to contact the author or publisher directly to find out who owns the copyright. Publishers often have websites that prescribe a method for contacting the copyright owner, so search the publisher website for a permissions department or contact person. Be sure to confirm the exact name and address of the addressee, and call/e-mail the person or publishing house to confirm the copyright ownership.

• The copyright owner may prefer or require that permission requests be made using a certain medium (i.e. fax, mail, web form, etc.). If you do not follow instructions, you may not get a reply.
• Telephone calls may be the quickest method for getting a response from the owner, but they should be followed up with a letter or e-mail in order to document the exact scope of the permission. E-mail permissions are legally acceptable in most cases, but getting a genuine signature is usually best.
• The request should be sent to the individual copyright holder (when applicable) or permissions department of the publisher in question. Be sure to include your return address, telephone and fax numbers, e-mail address, and the date at the top of your letter or message. If you send the permission request by mail, include a self-addressed, stamped return envelope.
• Make the process easy for the copyright owner. The less effort the owner has to put forth, the more likely you will get the permission you need. If you are using conventional mail, include a second copy of your request for the owner’s records.
• State clearly who you are, your institutional affiliation (e.g., University of Houston-Clear Lake), and the general nature of your thesis/dissertation research.

Do not send permissions letters to all possible rightsholders simultaneously. Taking the time to find the person who most likely holds the copyright will better yield success. If you do not have much information about who actually owns the copyright, be honest with your contacts, and they may be able to help you find the right person.

3. Ask for permission  (Adapted from  Crews )

Once you have identified the copyright holder, you must determine the scope of your permission request. Some copyright owners furnish their own permission form that you may download from their website.

If the copyright owner does not provide a permission agreement form, you may write your own letter ( click here to download a template ). Requests should be made in writing; e-mail is fine for this purpose. A most effective letter will include detailed information concerning your request for permission to use the work. Include the following information:

• Who: Introduce yourself. Tell who you are, your degree program, and a brief overview of your research.
• Why: Tell why you are contacting that person or entity for permission.
• What: Be as specific as possible when you cite and describe the instrument you wish to use. Include whether you plan to use the entire instrument, or if you plan on modifying or adapting any of the questions.
• How: Tell how you plan to use the instrument. Specify the parameters of your research study, and include any important information about the way you will administer the instrument and/or analyze the results.
• When: Expected length of the project and time to complete the thesis/dissertation.

Important : Obtaining permission to use an instrument is not the same as obtaining permission to reproduce the instrument in your appendix. If you intend on providing a copy of the instrument in an appendix, ask for separate permissions to do that.

Click here to download a template letter . Feel free to modify and adapt this template for your purposes.

4. Keep a record

After securing permission to use and/or reproduce the instrument, save a copy of the correspondence and the agreement. Documentation allows you to demonstrate to others that you have the legal right to use the owner's work. In the unlikely event that your use of the work is ever challenged, you will need to demonstrate your good faith efforts. That challenge could arise far in the future, so keep a permanent file of the records. Moreover, you might need to contact that same copyright owner again for a later use of the work, and your notes from the past will make the task easier.

Upload a copy of your permission letter in Vireo with your thesis/dissertation, or include it as an appendix in the document itself.

What if I can't locate the copyright holder?  (Adapted from Hathcock  & Crews & Pantalony )

In some cases, you may never get a response from the copyright holder or you may never even be able to identify who they are or how to contact them. It can be difficult to know how to proceed when you reach a dead end. Unfortunately, no matter how diligently you have tried to get permission, these efforts cannot completely eliminate the risk of infringement should you proceed to use the work.

Assuming you have diligently investigated your alternatives, do not want to change your project, and remain in need of the elusive copyright permission, the remaining alternative is to explore a risk-benefit analysis. You need to balance the benefits of using that particular material in your given project against the risks that a copyright owner may see your project, identify the materials, and assert the owner’s legal claims against you. Numerous factual circumstances may be important in this evaluation. The “benefit” may depend upon the importance of your project and the importance of using that particular material. The “risks” may depend upon whether your project will be published or available on the Internet for widespread access—as theses and dissertations will. You ought to investigate whether the work is registered with the U.S. Copyright Office and weigh the thoroughness of your search for the copyright owner and your quest for appropriate permission.

Undertaking this analysis can be sensitive and must be advanced with caution and with careful documentation. You may be acting to reduce the risk of liability, but you have not eliminated liability. A copyright owner may still hold rights to the material. Members of the University of Houston-Clear Lake community should consult with their chair or the Neumann Library to discuss their options.

Portions of this FAQ are used and adapted from:

Crews, Kenneth and Rina Elster Pantalony. “Special Cases.” Columbia University Copyright Advisory Services. https://copyright.columbia.edu/basics/special-cases.html . Licensed under Creative Commons Attribution 4.0 International (CC BY 4.0).

Crews, Kenneth. “Asking for Permission.” Columbia University Advisory Services. https://copyright.columbia.edu/basics/permissions-and-licensing.html . Licensed under Creative Commons Attribution 4.0 International (CC BY 4.0).

Hathcock, April. “Getting Permission.” NYU Libraries Copyright Library Guide, https://guides.nyu.edu/c.php?g=276785&p=1845968 . Licensed under Creative Commons Attribution-NonCommercial 4.0 International (CC BY-NC 4.0).

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• Last Updated: Oct 24, 2024 10:15 AM
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Survey Request Letter

[Your Name]

[Your Address]

[City, State, ZIP Code]

[Your Email Address]

[Your Phone Number]

[Recipient's Name]

[Recipient's Title/Position]

[Organization/Company Name]

Subject: Request to Participate in Survey

Dear [Recipient's Name],

I hope this letter finds you well. My name is [Your Name], and I am currently pursuing [your degree/area of study/position] at [your university/organization]. As part of my academic/professional research project, I am conducting a survey on [topic of the survey].

The primary aim of this survey is to gather valuable insights and opinions from individuals who have expertise, experience, or interest in the subject matter. Your participation in this survey would be immensely valuable and instrumental in the success of this research endeavor.

I assure you that all information collected through this survey will be kept strictly confidential, and the data will be used solely for academic/professional purposes. Your responses will be analyzed in aggregate, and individual identities will remain anonymous.

The survey will take approximately [estimated time] to complete. Your time and thoughtful responses are greatly appreciated, as they will contribute significantly to the accuracy and depth of the findings.

To access the survey, please click on the following link: [survey link]

If you have any questions or concerns about the survey or the research project in general, please do not hesitate to reach out to me via email at [Your Email Address] or by phone at [Your Phone Number]. I would be more than happy to provide any additional information or clarification you may need.

Thank you very much for considering my request. Your support and participation are invaluable to the success of this research project.

Permission Letters

Permission Request Letter for Data Collection for Research

A permission request letter is one where an individual, organization, or group is requesting permission to perform an act or obtain information. A Permission request letter for data collection for research is one where someone, such as a college student, is requesting data to complete research work. For instance, if someone is attending university and looking to collect research data, they’d address the letter to the registrar, requesting to have access to the data. Requesting data not only happens at the university level but concerns any situation where data collection requires a written letter requesting permission for said data.

When you are requesting permission for data from a university or other establishment, it’s good form to contact the institution itself to see what their protocol involves. For instance, some may require you to fill out a form, along with the letter. Once that’s established, it’s time to get down to writing the letter.

Elements to Include

Some of you may be thinking, “why write a letter? Why not just ask for the data?” Well, first of all, the organization you are requesting from might have certain protocols in place. Secondly, when one makes a verbal request, there is no record. By composing a letter requesting data for research, your request is in writing and signed by you. Thus, no one can ever accuse you of breaching protocols, as some data might be listed as classified or sensitive. That being said, here are some basic elements you may wish to include in your letter, if applicable to your situation:

• Your full name
• The full name of the person responsible for handling the request for data
• Date requested
• Type of information requested
• Any relevant names
• The reason for the data
• How you will use the data
• Names of any institutions or individuals who will share the data
• Attach any documents, if applicable

How to Format a Request Letter for Data Collection for Research

First of all, know that a letter requesting permission for data usage is considered a formal document. As such, you’ll be using a professional tone, while keeping it brief and on target. It will be formatted using block-style, business letter formatting, with all sections starting at the left margin, each section single-spaced, with double spacing in between the sections. All margins should be set at one inch. Finally, use an easy to read font–nothing fancy. A font like Arial or Times New Roman with a size of 11 or 12, should suffice.

Sender’s information. Sender’s information refers to your mailing address and contact information. So, include your full name, mailing address and phone and/or email or website address. Make sure there are no typos, as you want to be available for questions should they need to contact you.

Date . The date you complete the letter, is the date which is used here.

Recipient’s Contact Information. First and foremost, always use the correct recipient here. The letter must be addressed to the person responsible for obtaining the data for you. Next, make sure there are no spelling errors, so it arrives at the point of contact.

Subject Line. It might seem a small and insignificant thing, but did you know that some people will toss a letter or email away if it doesn’t have a subject? To avoid this, state the subject, which is data collection for research.

Body Text. This type of letter has no predetermined length, as some requests may require more information than others. However, in general three sections can be used.

Section One. This is where you introduce yourself and your request. Here, you get the opportunity to show your good manners as you nicely make your request

Section Two. If you are required to add a reason for the data, then this is the section for that. Also, mention who else will have access to the data, what the data will be used for. For instance, if you’re planning on entering it in a medical journal, mention the name of the journal here. Also mention any attached documents here.

Section Three. In this section, you are to express your gratitude for their kind attention to your request. Include your contact information, stating that they can contact you whenever they need to make an inquiry or clarify the request.

Closing. Your closing seals the letter. Keep the closing formal and professional. If you use a two-word phrase, then just capitalize on the letter of the first word. Good closings are:

Best regards

• Yours truly
• Sincerely yours

Sample Permission Request Letter for Data Collection for Research

(Senders full name

Mailing address

Phone number/email)

(Date Letter Signed)

(Recipient’s Full Name

Mailing Address

Phone Number/Email)

Subject: (Reason for Needing Data)

Dear Dr./Ms./Mr. (Name of Recipient and Title if Applicable)

This letter is in regards to (Reason for Requesting Data). I am (Name of Person Requesting Data), and currently work in the (Name of Business or Department). I am in charge of research and development, and am formerly requesting permission to access (Type of Data). We are currently collecting data for (Reason for Data), and were given your name from a former colleague of yours (Name of Colleague).

We intend to use the data collected, to assist in creating a (Reason for Data), and will be sharing it with (Name of person or organization), in accordance with your organizations protocols. We are also attaching a letter from (Name of sender) who recommended that I contact you for the data.

On behalf of myself and my research team, we heartily express our gratitude in examining our request for data. We assure you that all protocols will be followed, and privacy regulations adhered to. If you have any questions or concerns, my contact information is (Contact information).

(Signed name)

(Printed name)

In summary, crafting the perfect request letter for data for research projects can be a complex affair. If it helps, always consider the option of jotting down notes of essential elements before you sit down to write. Making sure that all names, dates, locations are spelled properly and are correct. Remember to use block business style formatting, keep it brief, and use a professional tone. Complete the letter with a statement of gratitude and include your contact information. Cap off the entire process by carefully proofreading and editing the letter. Finally, take advantage of the sample letter as presented here, and let it guide you in composing a winning permission request letter.

How did our templates helped you today?

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