Access Request Email

Buildings don’t let people in just because they showed up. Vendors and movers have to be authorized ahead of time — usually with names, dates, and a valid certificate of insurance (COI) on file. This is the email that does it.

What it’s for

It turns “my mover is coming Saturday” into an approved, on-the-books building entry. Send one per vendor (or one combined request for a move day), and you clear the most common day-of failure: the crew that arrives ready to work and gets stopped in the lobby.

Access requests often need several business days’ lead time, and usually depend on the COI being submitted first. This is an early-week task, not a day-before one.

How to use it

1. Send it as soon as you have a vendor’s date and crew.
2. Attach or reference the COI — many buildings won’t process access without it.
3. Log the request and its approval in your Open-Item Tracker.
4. Save the building’s reply: it often contains the dock/freight elevator window you’ll need for the Move Day Run of Show.

The email

Subject: Access request — [Your Company], Suite [###] — [date(s)]

Hi [Property Manager name],

We’re preparing for [our move-in / a vendor visit] and would like to request building access. Details:

• Company / vendor: [vendor name]
• On-site contact: [name, mobile]
• Date(s) and time(s): [e.g., Sat Jun 14, 7am–3pm] — please confirm this is within allowed hours
• Work being done: [e.g., furniture delivery and install]
• Crew size / vehicles: [e.g., 6 people, one 26ft truck]
• Freight elevator / loading dock: we’d like to reserve [window] — please advise on availability and any size/weight limits
• COI: attached / being submitted separately to [email]; please confirm it meets requirements

Could you let me know what else you need from us, and confirm the request once approved? Happy to fill out any building forms — just point me to them.

Thanks so much, [Your name] · [Your Company] · [phone]

Tips

• One contact, written record. Keep access requests in email (not text) so approvals are documented.
• Ask what you’re missing. The line “what else you need from us” surfaces forms you didn’t know existed.
• Bundle move day. For the move itself, list every vendor on one request so the building sees the full picture.

See the full workstream: Property Manager & Building Rules.