You’ve just secured a job or scholarship and you’re beyond excited. To complete your registration process, you’ve been asked to submit a couple of documents, one of which is an undertaking letter.
You’ve never written an undertaking letter before, so you’re wondering and asking yourself, “How do I write an undertaking letter?”
In this article, we’ll take you through the step-by-step process of how to write an undertaking letter for a school and, generally, how to write an undertaking letter for approval.
Table of Content
What is an Undertaking Letter?
An undertaking letter is a formal written document in which a person or organization commits to fulfilling certain obligations or responsibilities.
An undertaking letter could also be written by a third party to guarantee the accountability and diligence of the person in question. In this instance, the third party undertakes to be responsible for any mishap committed by the person in question, usually a daughter, son, mentee, etc.
An undertaking letter isn’t just a casual promise—it carries legal weight and can be used as evidence against a defaulting party.
Also read: How to Write Application Letter for Teaching Job in School | Step-by-step Guide
Types of Undertaking Letters
There are different types of undertaking letters, some of which include:
- Financial Undertaking Letter: For loan repayment, tax credit, sponsorship, etc.
- Legal Undertaking Letter: For bail, compliance, legal partnerships, etc.
- Employment/Business/Project Undertaking Letter: Undertaking to complete a project, or to serve as a non-compete clause
- Academic Undertaking Letter: Written by third parties to guarantee a student’s responsible behaviour during the course of their studies
- Immigration Undertaking Letter: Used to assure immigration authorities of compliance with visa, returns, residency, etc.
Each of these letters serves a unique purpose for a unique type of relationship. For the purpose of this article, we’ll focus on how to write an undertaking letter to a school as a third party. However, we’ll also address the common question, “how to write an undertaking letter to my boss”
How to Write an Undertaking Letter to a School
Writing an undertaking letter to a school means you’re standing in the capacity of a student’s parent or guardian to guarantee their responsibility throughout their study years.
If you commit to writing an undertaking letter for a student, you’re committing to taking responsibility for any damage, lawsuit, etc., that the student may be involved in.
Want to know how to write an undertaking letter for a student in Nigeria? Below is a step-by-step guide on how to write an undertaking letter to any school. We’ve also attached a sample undertaking letter for a student.
Also read: How to Write an Application Letter in Nigeria | Step-by-step Guide
Step 1
Like a letter, draft your name and address at the top right corner of the page. On the same corner, leave a gap, then draft the date the letter was written. Below is a sample:
Mrs. Washington Miles,
No. 25, Yakubu Gowon Street,
Maitama, FCT-ABUJA
16th May, 2025
Step 2
On the top left corner of the page, draft the position of the recipient, the name of the school, and the school address. Leave a gap, then write a formal greeting, i.e., Dear Sir/Madam. Below is a sample:
The Faculty Head,
Faculty of Law,
Fortune Globe University,
No 9, Atata Road,
Ogun State, Nigeria
Dear Sir/Madam,
Step 3
After the salutation, draft a letter heading. Typically, this should read LETTER OF UNDERTAKING FOR {STUDENT NAME}
Step 4
In the introduction of an undertaking letter for a student, state your name and relationship to the student. You can also detail the student’s Faculty and ID number to identify him/her with the school.
Step 5
In the next paragraph, state that you hereby undertake that your child will be well-behaved and responsible in the school. You can put all your points in bullets. Below is an example of steps 4 and 5 on how to write an undertaking letter to a school:
I am Mrs Washington Miles, the mother of Sarah Miles, a student of your school, with ID number _________________________________________ I hereby sign an undertaking that:
- My daughter will be well behaved throughout the period of her studies at your school.
- My daughter will not intentionally destroy school property during her studies at your school.
- My daughter will not join any cult or groups that seek to promote violence within the school premises.
I therefore undertake to raise my daughter in discipline and good measure. I am willing to take responsibility for the repercussions of any ill circumstances that are a direct result of my daughter’s actions.
Also read: Earn $100K From Home: 8 High-Paying Remote Jobs (2025)
Step 6
Close out by appreciating the recipient. You may also provide your contact details for further reference. See a sample of the last paragraph below:
I understand that failure to comply with my commitment in this undertaking may result in legal action. Thank you for your time.
{Sign}
Mrs Washington Miles
+2348127………..
IN THE PRESENCE OF:
NAME:
POSITION:
SIGNATURE:
DATE:
Sample Letter of Undertaking Responsibility for a Student
As mentioned earlier, an undertaking letter for a student holds the undertaker responsible for the actions of the student. It is a binding legal document, and must be thoroughly considered before diving in.
Click to download a simple letter of undertaking responsibility for a student (WORD)
The sample above contains all the steps we discussed in the previous section on how to write an undertaking letter to a school. It’s a Word document, so you can use it as a template for your own undertaking letter for a student.
Also read: No Experience? Here’s How to Get a Cybersecurity Job – 5 Hacks
How to Write Undertaking Letter to My Boss
In the previous section, we explained how to write an undertaking letter to a school. A lot of people also search for “How to write an undertaking letter to my boss.” If you’re writing an undertaking letter to your boss, it’s probably to commit to a project, business, task, or partnership. Alternatively, you might have recently started a new job, and your employer has asked for an undertaking letter to confirm your employment terms.
Unlike writing an undertaking letter for a student, a letter of undertaking responsibility at your job is written by yourself, not by a third party.
Your main aim is to communicate commitment, responsibility, adherence and confidentiality during your time on a project or job. Follow the steps below to write a credible letter of undertaking responsibility at your job:
- Draft your name, address and date on the top right corner of the page
- Draft the name of your boss or his position on the top left, with the company address
- Draft a formal salutation, i.e., “Dear Sir,” or “Dear Madam,”
- Draft a heading, such as LETTER OF UNDERTAKING RESPONSIBILITY or FORMAL LETTER OF UNDERTAKING
- In the introduction, state your name, position and date of employment
- Outline the project, contract or tenure for which you are writing an undertaking
- List out your commitments to responsibility, confidentiality, etc.
- Appreciate your boss and close politely.
Also read: Can I Work for a US Company and Live Abroad? 5 Must-Know Facts
Sample Letter of Undertaking Responsibility at Your Job
Now that you’ve seen a step-by-step guide to answer your question, “how to write an undertaking letter to my boss,” you might want to see a sample.
Below is a sample letter of undertaking responsibility at your workplace:
Click to download a sample letter of undertaking responsibility at your workplace
The sample above is in WORD format. The format makes it easy for you to edit the document to fit your needs.
Frequently Asked Questions
If you’re asking how to write an undertaking letter for approval, simply follow the step-by-step guide in this article, containing all the elements of a great undertaking letter. For clarity, here is how to write an undertaking letter for approval:
Proper name and address of the sender and recipient
A formal heading
An introduction of who you are. If you’re writing the undertaking letter for someone, state your relationship to the person, and the person’s position in the school or office
Your commitment to the responsibilities in question
Appreciation and closing.
The above are all the elements that a great undertaking letter must contain. So there you have it: how to write an undertaking letter for approval.
Follow the steps below to write an undertaking letter of apology to your school:
Introduce yourself, your department, and school ID number
State your mistake and apologize
State your proposed solutions for resolving the issue, and state your intent to commit to them. If possible, mention the recovery steps you’ve taken so far
Promise that the mistake will not repeat itself
Appreciate your recipient and apologize again
Sign out courteously.
An undertaking letter is a formal legal document in which a person or organisation commits to fulfilling certain obligations or responsibilities within a specific timeframe
Conclusion: Ready to Write Your Undertaking Letter?
If you’ve been asking how to write an undertaking letter, we’ve got that covered for you in this article. To recap, here are the following areas we discussed:
- How to write an undertaking letter to a school
- How to write an undertaking letter for approval
- How to write an undertaking to my boss
- Sample letter of undertaking responsibility for a student or yourself
So take out your pen and paper, because it’s time to draft your own sample letter of undertaking responsibility!
Recommendations
- How Much is IELTS Exam Fee in Nigeria?
- 7 Proven Ways to Get a Nursing Home Job With No Experience
- Top 7 Law Schools in Nigeria That Guarantee Success
- Top 10 Private Universities in Nigeria | 2025 Update
- International Relations Courses: A Guide for Nigerian Students
- IELTS Exam 2025 | Requirements, Dates, Syllabus
References
- Ogsera.ogunstate.gov.ng – Letter of Undertaking by Parents/Guardians
- Wikihow.com – How to Write a Letter of Undertaking
- Indeed.com – How To Write an Apology Letter in 5 Steps (With Examples)
- Winvesta.in – What is a Letter of Undertaking (Free sample inside)
