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Condo Template: Request for Common Area Reservation/Use

This template is for unit owners wishing to reserve a common area (e.g., clubhouse, party room, gym area for private event) for a specific date and time.

[Your Name(s)] 

[Your Unit Number] 

[Your Address, including Building Name if applicable] 

[Your Phone Number]

[Your Email Address]

[Date]

[Condo Association Management/Clubhouse Coordinator] 

[Condo Association Name] 

[Condo Association Address]

Subject: Request for Common Area Reservation - [Specify Common Area, e.g., "Clubhouse," "Party Room"] - Unit [Your Unit Number]

Dear [Condo Association Management/Clubhouse Coordinator],

I/We, the owner(s) of Unit [Your Unit Number], respectfully request to reserve the [Specify Common Area, e.g., "Clubhouse," "Party Room," "Gym (for private session)"] for a private event/use on the following date(s) and time(s):

  • Date(s) of Reservation: [Date(s)]
  • Start Time: [Time, e.g., 6:00 PM]
  • End Time: [Time, e.g., 10:00 PM]

Purpose of Reservation: [Briefly describe the event/purpose, e.g., "Birthday Party," "Family Gathering," "Private Yoga Session," "Book Club Meeting."]

Number of Attendees/Participants: [Approximate number, e.g., "Approximately 25 guests," "4 participants."]

Special Requirements/Setup (if any): [e.g., "Need access to kitchen facilities," "Require 10 chairs and 2 tables," "Will be bringing outside catering."]

Contact Person during the Event:

  • Name: [Your Name or designated contact]
  • Phone Number: [Your Phone Number or designated contact's number]

I/We understand and agree to abide by all rules and regulations regarding the use of common areas, including but not limited to, noise restrictions, clean-up requirements, liability for damages, and any associated fees or deposit requirements. I/We will ensure that all guests also adhere to the association's rules.

Please confirm the availability of the [Specify Common Area] for the requested dates and times. I/We are prepared to provide any required reservation fees or security deposits upon approval.

Thank you for your consideration.

Sincerely,

[Your Signature(s)]

[Your Printed Name(s)] 0

[Unit Number]




Key Considerations for all Condo Templates:
  • Check Your Condo Documents: Always, always, always refer to your specific Condominium Declaration, Bylaws, and Rules & Regulations. These templates are general, and your association may have specific forms, procedures, or required wording.
  • Be Specific: The more precise you are with details, dates, and purposes, the smoother the process will be.
  • Attach Supporting Documents: If a template mentions attaching documents, ensure you do so. Missing documents are the most common cause of delays.
  • Keep Copies: Always keep a copy of what you send for your records.
  • Method of Delivery: Send via certified mail, email with read receipt, or hand-deliver and get a signed receipt, especially for critical requests.
These templates should give you a great starting point for various communications with your condo association!




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