Who needs to write this letter, and to whom
The letter is usually drafted by the department (HOD or a faculty coordinator) and addressed to the host company's HR or plant/administration head. Some colleges also need a parallel letter from the Principal's office to the company, and a separate internal permission note from the Principal to the department for record-keeping.
What to include
- •College and department letterhead, with date
- •Purpose of the visit and how it connects to the curriculum (name the subject or unit if possible)
- •Proposed date(s) and preferred time window
- •Total number of students and accompanying faculty, with a named faculty coordinator and contact number
- •A request for the specific areas/processes the company should ideally show, if relevant to the syllabus
- •A safety and conduct undertaking — that the institution takes responsibility for student behaviour and will follow the company's on-site safety rules
- •Signature and official stamp of the HOD or Principal
A simple template
To, The HR Manager / Plant Head, [Company Name], [Company Address].
Subject: Request for Permission — Industrial Visit by [Department Name], [College Name]
Respected Sir/Madam, We are writing to request permission for an industrial visit to your esteemed organisation for [number] students of [Branch], [Year] along with [number] accompanying faculty members. This visit is intended to give students practical exposure to [relevant process/topic], which is part of their [subject name] curriculum. We propose [date] as our preferred visit date, subject to your convenience. We assure full cooperation with your safety protocols and visitor guidelines throughout the visit. We would be grateful for your confirmation at the earliest so we can finalise transport and logistics accordingly. Thanking you, [HOD/Principal name and designation, college name, contact number].
Common mistakes that delay approval
- •Sending the letter too close to the proposed date — most companies need 3-4 weeks minimum
- •Not naming a specific faculty coordinator and contact number
- •Leaving out the student count, which the company needs to plan guide capacity
- •Not mentioning the curriculum link, which some companies use to decide access level
How we help
When you book an industrial visit through EduTourIndia, we handle the company-side liaison and permission coordination directly — your department typically only needs to provide an internal authorisation letter for our records. See our full process on the Industrial Visits page.
FAQ
Common questions
How far in advance should the permission letter be sent?
At least 3-4 weeks before the proposed visit date — utility and government-linked facilities often need longer.
Does the letter need the Principal's signature, or is HOD sign-off enough?
This varies by company; larger organisations often prefer Principal-level sign-off, while smaller units accept an HOD-signed letter. When in doubt, get both.
Can EduTourIndia send this letter on our behalf?
We handle the company-side liaison and permission coordination directly once you confirm a booking — you typically only need to provide an internal authorisation for our records.