Respond professionally and warmly to facility rental inquiries from community members or outside organizations. This prompt helps you communicate availability, pricing, and next steps while making potential renters feel welcomed rather than processed.
Write a friendly, professional email responding to someone who wants to rent our church facility.
Inquiry details:
- Requester's name: [e.g., "Sarah Johnson"]
- Organization (if any): [e.g., "Local Girl Scout Troop" or "Private family event"]
- Event type: [e.g., "Baby shower" or "Community meeting" or "Memorial service"]
- Requested date: [e.g., "Saturday, March 15"]
- Requested time: [e.g., "2:00-5:00 PM"]
- Expected attendance: [e.g., "40-50 people"]
- Space needed: [e.g., "Fellowship hall" or "Sanctuary" or "Classroom"]
Our response details:
- Availability: [available / not available / need to check calendar]
- Rental rate: [e.g., "$150 for 4 hours" or "No charge for community nonprofits"]
- Deposit required: [e.g., "$100 refundable deposit" or "None"]
- Insurance requirement: [e.g., "Certificate of liability required" or "Covered under our policy"]
Next steps they need to take:
- [e.g., "Complete rental application form"]
- [e.g., "Schedule walkthrough of space"]
- [e.g., "Submit deposit to hold date"]
Include:
- Warm welcome and genuine interest in their event
- Clear answer about availability
- All relevant pricing and requirements
- Specific next steps with timeline
- Offer to answer questions
- Contact information
Tone: Warm and welcoming, professional but not stuffy. We want them to feel like we'd genuinely love to host their event, not like they're filling out a government form. Keep it under 200 words.