Avoid Confusion with Clear and Complete Approval Letters
Remember that any approval letter or form that you write for a landowner creates an important permanent record.
If the landowner later disputes it or acts contrary to it, attorneys on both sides of the dispute will be carefully scrutinizing every word of your letter or form for ambiguities and nuanced interpretations that could help them. So you want it to be both friendly and firm for the landowner, while clearly and completely documenting all conditions of the approval.
Be sure to attach all relevant maps, photos, diagrams or other depictions of limitations and conditions to avoid any confusion later on. If you requested maps, proposals, or other documentation to approve the landowner action, then attach those documents and incorporate them into the approval!