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When you live in a hostel, following the rules becomes a part of everyday life. The hostel warden acts like your guardian, looking for your safety and well-being, like your parents do back home. That’s why it is important to keep them informed whenever you step out or make a change in your stay plans. Whether you are planning to visit home for a few days, stay overnight at a friend’s place, attend a late-night event, or return to the hostel later than usual, informing the warden is a must. It helps build trust and ensures that everyone stays safe and accounted for. In this article, we will guide you on how to write a clear, polite, and effective permission letter to the hostel warden for an outing, making the process easy and hassle-free.
Table of Contents
Permission Letter to the Hostel Warden for Outing: Check Format
| Your Room Number, Hostel Block College/University Name City, State – PIN Code Date: The Warden Hostel Name College/University Name City, State – PIN Code Subject: Request for Permission for Outing Respected Sir/Madam, I, [Your Full Name], a resident of [Room Number and Block] and a student of [Course Name] (Roll No. [Your Roll Number]), would like to request your permission for an outing on [Date], from [Start Time] to [End Time]. [Second paragraph: Explain the purpose of your outing in detail – where you need to go, why it’s important, and any supporting information] [Third paragraph: Provide information about your travel arrangements, safety measures, and assurance that you will follow all hostel rules] I assure you that I will return to the hostel before the specified time and will abide by all hostel regulations during my absence. [Optional: Mention any attached documents like parental consent, event registration, and likewise] Thank you for your consideration. I look forward to your approval. Yours respectfully, [Your Signature] [Your Full Name] Roll No. [Your Roll Number] Contact: [Your Mobile Number] |
Explore: Write A Letter To Your Mother About Your Hostel Life: Check Format and Samples
Permission Letter to the Hostel Warden for Outing: Sample 1
| Room No. 342, Block C Suryanagar University Hostel Jaipur, Rajasthan – 302001 Date: 29 April 2025 The Warden Suryanagar University Hostel Jaipur, Rajasthan – 302001 Subject: Permission for Outing to Attend Academic Workshop Respected Sir/Madam, I, Aditya Patel, a resident of Room No. 342, Block C and a student of MSc Physics (Roll No. MP25PH032), would like to request your permission for an outing on Friday, May 2, 2025, from 9:00 AM to 7:00 PM. I have registered for a specialised workshop on ‘Advanced Quantum Computing Applications’ being conducted at the Science Innovation Centre downtown. This workshop is directly relevant to my thesis project and will provide valuable insights that are not covered in our regular curriculum. I have attached the workshop registration confirmation email and the schedule for your reference. The venue is approximately 5 kilometres from our campus, and I plan to use the university shuttle service for transportation. I will ensure that I return to the hostel premises by the specified time and will follow all hostel rules during my absence. I would be grateful if you could kindly grant me permission for this educational opportunity. Thank you for your consideration. Yours respectfully, Aditya Patel Roll No. MP25PH032 Contact: 8765****** |
Also Read: Letter to Hostel Warden for Late Entry
Permission Letter to the Hostel Warden for Outing: Sample 2
| Room No. 178, Block A Ganga Valley University Hostel Varanasi, Uttar Pradesh – 221002 Date: 29 April, 2025 The Warden Ganga Valley University Hostel Varanasi, Uttar Pradesh – 221002 Subject: Urgent Permission Request for Family Emergency Respected Sir/Madam, With due respect, I, Priya Sharma, a resident of Room No. 178, Block A and a student of B.Com Honours (Roll No. BC25CM067), am writing to request an emergency outing permission for tomorrow, April 30, 2025, from 11:00 AM to 8:00 PM. I received a call from my father informing me that my grandmother has been admitted to City General Hospital following a sudden health complication. As she has no other immediate family members in the city currently, I need to visit her at the hospital to ensure proper care arrangements and to be with her during this difficult time. I have attached my father’s written note and contact information for verification purposes. The hospital is located about 7 kilometres from our campus, and I plan to use a pre-booked cab service for transportation to ensure safety and timeliness. Given the urgency of the situation, I would be deeply grateful if you could approve my request on priority. I assure you that I will abide by all hostel regulations and will promptly return by the mentioned time. Thank you for your understanding and compassion in this matter. Yours sincerely, Priya Sharma Roll No. BC25CM067 Contact: 9876****** |
Also Read: How to Write Application to Leave Hostel Permanently: Check Samples and Format
Permission Letter to the Hostel Warden for Outing: Sample 3
FAQs
Ans. When you want to go out from the hostel, you need to write a short, polite letter to the warden. Start by mentioning your reason for going out, the date and time you plan to leave, when you will return, and any important details like where you are going. Be respectful in your tone and always end with a thank you.
Example:
‘I am writing to request permission to go out on [date] to [place/reason]. I will return to the hostel by [time/date]. Kindly grant me permission.’
Ans. A hostel vacating letter is written when you plan to leave the hostel permanently. Keep it simple and respectful. Mention why you are vacating (for example, course completion, shifting homes, health reasons, etc.), the date you plan to leave, and request for any formalities like clearance to be done.
Ans. The best reasons are usually personal, genuine, and understandable. Some examples include: Completion of studies or semester, health issues, shifting to a private accommodation closer to college, family relocation and financial reasons.
The key is to be honest and polite while mentioning your reason.
Ans. Yes, hostel students are generally allowed to go out, but it depends on the hostel rules. Some hostels allow outings during specific hours or after getting written permission from the warden. Overnight stays outside the hostel usually require special approval in advance.
Ans. Writing an application letter is simple if you follow a few steps. Start with a respectful greeting (like ‘Respected Warden,’ or ‘Dear Sir/Madam,’), clearly state the purpose of your letter, provide all important details (dates, reasons, locations), and request permission or action politely. End the application with a thank you and your signature/name and room number.
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