A waiver letter should include identifying information, an explanation of the legal obligation and reason for exemption, and a clear statement claiming the exemption. It should be directed to the appropriate person or agency and include a reference to a legal source if possible.
There are a number of situations in which a person may need to write a waiver letter. For example, it may be necessary to explain why a taxpayer is exempt from paying certain local, state, or federal taxes. Additionally, such a letter may be necessary to legally assert an exemption from legally required immunizations or other legal requirements for which a person has a valid reason for non-compliance. Although each situation may require slightly different information, the format of an exemption letter will be largely the same regardless of its intended use. The letter must include basic identifying information, an explanation of the legal obligation and the reason for the exemption, and must clearly state that the writer is claiming the exemption.
When writing a waiver letter, the first step is to make sure that the correspondence is directed to the appropriate person or agency. Tax agencies, for example, may have many different offices and addresses that receive mail from taxpayers. A simple phone call should ensure the correct mailing address and the name of the person to whom the letter should be addressed, if applicable.
The letter itself should contain the writer’s pertinent information, if not on letterhead, such as name, address, and email address or phone number. After you address it properly, the letter should state what it is referring to, such as “sales tax exemption” or “vaccination exemption.” A taxpayer identification number or social security number must also be provided so the recipient knows which records are affected by the exemption.
Within the body of a waiver letter, the writer must indicate what legal obligation they are claiming a waiver from. For example, if the legal obligation is to pay sales tax, then the letter writer must acknowledge that this obligation is the subject of the letter and therefore the exemption. After stating what the legal obligation is, the writer must explain why he is entitled to a waiver of the obligation. If possible, the author should include a reference to a legal source that qualifies for the exemption.
In addition to explaining the legal obligation and why the writer believes they are entitled to the exemption, the letter must clearly state that the writer is claiming the exemption. If the exemption is for a minor, as in the case of an obligation to vaccinate, then the writer must include the child’s name, relationship to the child, and assert the parental exemption for religious reasons, for example. Stating the exemption in a simple sentence at the end of the letter should make it clear to the reader that the author is claiming the exemption.
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