Permission Request Letter to Use Church Venue

Aside from being a place of worship, churches are also used to organize and host various events. Nonetheless, you need to seek express permission to use a church for any purpose other than those for which it exists. This is often accomplished through a formal letter called a Permission Request Letter to Use a Church Venue.

The letter should be addressed a church authority and express your exact need for the venue and the nature of your event. Be straightforward and include information such as:

  • The theme of the event
  • The number of people attending it
  • The date and time for the event

Is this your first time writing a permission request letter? The following information should make things easier for you.

Keep in mind that this is a formal letter addressed to a higher authority. State the nature of your business and maintain a courteous but friendly atmosphere throughout your writing. Other tips to consider include:

  • Address the Person in Charge. If you want to be allowed to use a church for your event, you should find out exactly who is in charge of the premises and address your letter to them. Mentioning them by name can also help you score some points and raise your chances of getting a positive response.
  • State Your Reason for Writing the Letter. What kind of event are you planning? Why are you holding it? Help the church authorities understand the motivation behind your event. It could make them more inclined to let you use their venue.
  • Provide Contact Information. The person you are addressing the request letter to will likely wish to respond. You can make this easier for them to achieve by including accurate and up to date contact information.

Template for Permission Request Letter to Use a Church Venue

Dear Mr./Ms. {Church authority last name}:

RE: Permission Letter to Use Church Premises

We {name of group} are a {nature of group}. We hold regular {type of event} to {purpose of event}. In this season, we intend to visit your area and would like to use your church as our venue.

Our event is set to transpire on {mm/dd/yyyy} from {commencing time} to {finishing time}. We intend to use your venue for around {number of hours} and host roughly {number of people} visitors.

In this connection, we shall use the following facilities: {concert hall, auditorium, lawns, or washrooms}. We will also need some furniture, including {exact number} chairs and tables, a projector, and a sound system.

Please send me the terms and conditions that govern the use of your premises and a breakdown of the cost structure.

I look forward to your consideration and approval.

Sincerely Yours,

{Your name}

Sample Permission Request Letter to Use Church Premises

22 June, 2029

Harrison Johannes

Archbishop

Pillar Church Cathedral

19366 Milton Avenue

Solvay, NY 1293

Dear Mr. Johannes:

Re: Permission Letter to Use Church Premises

I am writing this letter on behalf of New Bridges. We are a Christian divorce support group that travels from town to town to offer moral and material support to single parents. This season, we will be visiting Solvay and would like to use your church as a venue.

Our seminar will be held on 24 July,2029, from 0600 hours to 1600 hours. We will need to use your auditorium, lawns, and washrooms. We will also require 500 chairs, five tables, a projector, and a sound system.

Please notify me of any costs involved so that we may prepare in advance. I will also appreciate a document stating the terms and conditions that govern the use of your premises.

I look forward to your consideration and positive response.

Sincerely yours,

Kaitlyn Smoak.

What Not to Do When Drafting Your Letter

  • Do not make a spelling or grammar error: Make sure you proofread your letter before sending it. You want the church authorities to understand your request.
  • Do not leave out any information: There is nothing worse than a last-minute surprise. Include all the details of your event and any special requests in your initial letter.

Wrapping Up

As an event planner, it is your job to acquire a suitable venue for your activities. Although this is relatively easy to do, some premises require you to be more deliberate than others. Make sure your Permission Request Letter to Use a Church Venue is respectful, formal, and straightforward. Remember, the clearer the details you provide are, the higher your chances of a positive outcome.