Writing a Request Letter for New Air Conditioner [with Sample]

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There are several reasons a person may need to ask for a new air conditioner. When the air conditioning system goes out at work, a manager or employee may need to send a request letter to the facilities and maintenance department requesting a new unit.

In a small office, an employee may need to ask the boss. In some cases, a tenant may need to request a new unit if the existing unit cannot be repaired again. 

The manager of a franchise restaurant may need to ask the owner for a new A/C unit. If a person finds him or herself in the position of needing to request a new air conditioner, they should take time to consider their options.

Most Common Request

The most common request for a new air conditioning unit is from a tenant to a landlord. Most landlords are responsible for the upkeep of the property, which includes infrastructure such as an HVAC system. 

If the system does not work properly, the landlord may find it difficult to keep a tenant. Often the first attempt to upgrade the property is made by phone.

However, if this does not result in action on the part of the landlord, the tenant can put his or her request in writing with a request letter.

Is The Landlord Violating The Lease Agreement?

Once a request letter is sent, the tenant should put all communication in writing and keep copies. 

If the landlord is violating the lease agreement by not replacing the air conditioning unit, the tenant can take the landlord to court. In this extreme case, the issue should be well documented.

Here are some tips that will make a request letter to a landlord more effective:

  1. The first thing a tenant should remember if they want to get help from their landlord is to be a good tenant. Landlords are much more willing to help tenants they want to keep.
  2. The letter should be specific. For example, it may be no use to say the weather is really hot and my air conditioner does not work. It may get results to say, I need a new air conditioner, and according to my contract you are responsible for keeping the house in good repair.
  3. A landlord may also be more attentive to a tenant who considers the landlord’s problems. For example, the tenant may offer to pay a percentage of the purchase price of the new unit.
  4. If the tenant lives in an apartment complex, there may be a recommended procedure for making complaints or requests for repairs.
  5. The tenant may inform the landlord that the rent will be withheld until the air conditioner is replaced.

If a student would like to request an A/C unit in his or her dormitory room for medical reasons, they need to give full medical details as to why the unit is needed. The most common medical reason is asthma, and the person may be taking regular medication. 

They will need to supply documentation from their doctor proving that they require the air conditioner for health reasons. Since a dormitory is usually in an institution such as a university, the letter may be included with an official form.

Below is a sample letter requesting a new air conditioner. It is always important for any written document to make a good impression. It is a formal business letter and should be typed and printed with accurate spelling and correct grammar.

If the request is being made in a large company, the letter may need to accompany an official request form.

If the letter is to a landlord, it should be sent by certified mail with a return request. This sample is written to a fast-food franchise owner from the manager.

Sample Letter Requesting A New Air Conditioner

Your Name
Your Address
City, State, Zip Code


Name of Owner
Address of Owner
City, State, Zip Code

Dear Name of Owner:

This letter is a formal request for a new air conditioning unit in the NAME OF FRANCHISE at the above address.

With the unusually hot weather this summer, many customers come into the dining room just to get cool and order food.

The air conditioning unit has not worked for two weeks, and people are starting to notice.

I had it repaired once, but the repair person, who was recommended by you, said that the unit is 15 years old and can no longer be repaired. He suggested we buy a new unit.

According to paragraph seven of our franchise contract, you are responsible for the repair and maintenance of the permanent infrastructure.

I hope this can be taken care of soon, as sales will surely begin to drop when people realize we do not offer a respite from the heat.

I can be reached at Phone Number or at Email Address if you have any questions.

Your Signature
Your Printed Name

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