How to Write a Professional Letter of Inquiry for Use of a Building
Perhaps you've driven by a vacant building and thought it would be perfect for a gathering or event you're planning. Or maybe you wish to open a new business or begin a community program, and the building you're scoping out happens to be available. Whatever your reason for wanting to use a building that doesn't belong to you, writing a professional letter of inquiry is the best first step in gaining permission to utilize the space. However, although this is a task that you can complete in an afternoon, it's best to plan ahead and write your letter at least six weeks before you need the space to give the owner or overseer of the building time to respond.
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Instructions
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Find out who owns or manages the building. Usually there are signs posted outside the building or inside the main entryway. If not, contact your local county recorder's office to find out who's on record as the owner of the property.
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Place your name, title, agency name and business contact information at the very top of your letter, followed by the name and contact information of the recipient. Address the letter using the recipient's first and last name, such as "Dear John Doe." It's best not to assume gender with the use of Mr., Mrs. or Ms. If the recipient is an attorney's office, you can address the letter more generally, but add a subject line stating the building's address to assist receptionists in directing your letter to the appropriate individual.
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Begin the letter with a statement informing the recipient that you're writing in regard to the building, including the address of the property. Let the recipient know what you like about the building --- e.g., it's in good shape, has lots of space. In the next paragraph, explain that you'd like to use the building and provide details about your event, program or other desired use, such as the date and time, number of people attending and what activities are planned. Include information about your organization if appropriate.
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Close the letter by providing the recipient with the best time and method of contacting you and an alternate business contact, such as a manager or program director, if available. Also note that you'd appreciate a timely response and thank the recipient for his time.
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Write a professional closing, such as "Sincerely" or "Best Regards," followed by your name. Remember to leave a small space and to sign the letter between the closing salutation and your typed/printed name before sending. Send the letter by certified mail or another method that provides delivery confirmation.
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