Sample Request for Permission to Use a Common Area

Why Is Permission Needed to Use Common Areas?

Areas such as the garden, terrace, roof, social facilities and meeting room are owned jointly by all unit owners. Because one person's exclusive use, even temporarily, limits the others' right of use, it requires permission.

Use without permission may amount to interference with a common area and can lead to a demand that it cease. Written permission protects both the user and the management.

Who Grants Permission?

For short and ordinary uses, the management plan may give the manager authority. Where the plan is silent, or the use is of a continuing nature, a general assembly resolution is required.

Income-generating allocations such as advertising boards, telecom masts or commercial use must always be authorised by a resolution stating the term and the fee.

What the Request Should Contain

• The applicant's name, unit number and contact details
• The area to be used and the purpose
• The date and time window
• The estimated number of attendees
• Undertakings on noise, cleanliness and order
• An undertaking to make good any damage
• Any offer of a deposit

Copyable Permission Request Sample (Full Text)

……………………… APARTMENT / COMPLEX

TO THE MANAGEMENT

Subject: Request for permission to use a common area temporarily.

I reside in independent unit no. …… of ……………………… Apartment/Complex.

On …/…/20… between ……:…… and ……:……, I would like to use the ……………… (garden / terrace / social facility / meeting room) for ……………… (a family gathering / a birthday / a condolence visit / a neighbourhood meeting).

Estimated number of attendees: …… people.

My undertakings regarding the use are as follows:

1. The stated hours will not be exceeded, and no noise or music at a level that disturbs neighbours will be made.

2. The area will be cleaned and handed back on the same day.

3. Any damage to fixtures, plants or installations in the common area will be made good by me.

4. No activity posing a fire or safety risk (barbecues, fireworks, etc.) will take place.

5. The area will not be closed off in a way that obstructs other residents' passage.

If required, I agree to pay a deposit of ………… TRY.

I submit the above for your consideration. …/…/20…

Full Name: ………………………    Unit No: ……    Signature: ………

Contact: ………………………

Filling Guide

State the date and time window precisely. Wording such as "in the evening" causes arguments if the event overruns.

Always include the undertaking on damage. This clause largely removes the management's reluctance to grant permission.

Give a realistic number of attendees. Turnout far above the figure stated can result in the permission being withdrawn.

After Permission Is Granted

The management should grant permission in writing and state the conditions. Verbal permission cannot be proved if a problem arises later.

The condition of the area on return can be recorded in a short report; this is the basis for refunding any deposit taken.

For repeated or continuing use, adopting a general policy at the general assembly removes the need for separate permission each time.

Common Mistakes

• Relying on verbal permission: it cannot be proved when a problem arises.
• Not stating a time limit: without an end time, overrunning is inevitable.
• No damage undertaking: who pays for any damage becomes contentious.
• Treating commercial use as a simple permission: income-generating allocations require a resolution.
• Blocking passage: closing off a common area infringes other residents' rights.

This content and template are for information only and are examples. Adapt them to your specific situation.