How to Request Original Documents Such as Building Permits and Approved Plans from a Bank

Requesting specific documents such as building permits and approved plans from a bank can sometimes be challenging. This article will guide you through the process of writing a formal letter with a polite and professional tone, while also highlighting the limitations and alternative methods for obtaining the required information.

Steps to Draft a Formal Letter

When writing a letter to a bank to request original documents, follow these key steps:

1. State the Purpose Clearly

In the first paragraph, clearly state your purpose. For example, explain that you are asking for the original copies of specific documents, such as a building permit or an approved plan.

2. Provide Specific Details

Include all relevant identifying information such as the property address, permit or plan numbers, and dates. Being as specific as possible will help the bank locate the documents you need.

3. Explain Your Reason for the Request

Common reasons for needing the original documents include providing them to a government agency, using them in a legal proceeding, or keeping them for your personal records. Be clear and concise.

4. Request Traceable Delivery

Ask the bank to send the original documents via a traceable method such as certified mail or courier. Provide your full contact information to ensure the documents are sent to the correct address.

5. Express Gratitude and Offer Assistance

Thank the recipient for their assistance. Indicate that you are available to provide any additional information needed to fulfill the request.

Example Professional Closing

Close the letter professionally with something like:

Sincerely,
Your Name

It is important to maintain a polite and formal tone throughout the letter. Avoid any language that could be seen as demanding or accusatory. Here is an example of a formal business letter template:

A Formal Business Letter Template

April 1, 2023

To Whom It May Concern:

I am writing to request the original copies of the building permit and approved plans for property located at 123 Elm Street, Anytown, USA. The permit number is BL123456, and the plan number is PL12345, dated March 20, 2022. I need these documents for purposes related to a (state your reason).

Could you kindly send the documents to the following address: 123 New Street, Anytown, USA, with a return receipt requested. Please advise if any additional information is needed from my side to facilitate this request.

I would like to express my gratitude in advance for your assistance. Please do not hesitate to contact me should you require any further information.

Sincerely,
Your Name
123 New Street, Anytown, USA

Alternative Methods to Obtain Property Information

While it is challenging to get specific documents from a bank, there are alternative methods to obtain the required information:

1. Contact Local Property Records Office

The best place to start is the property records office for the county in which the property is located. These offices will have detailed records of building permits, approved plans, and other related documents. Be prepared to spend several hours to complete this process. Accessing records in writing is often more productive than by phone or email.

2. Request Oldest Possible Documentation

For properties built in the last 10-15 years, you will likely find sufficient detail regarding the construction dates, the name of the inspector, and the dates approving the construction.

3. Utilize Online Resources

Some property records are available online. Websites or records areas will often provide information on the appraised value and/or tax basis, selling prices, and any relevant tax information. Be prepared to pay a fee for copies and sometimes a research fee if the records are old or rare.

Proper recording of real property sales in great detail is the basis for all of those nasty taxes on real estate. This is why they keep thorough records and charge a fee for recording when real property is bought and sold. Don’t be surprised if you are treated as an irritant; these folks are generally used to dealing with real estate attorneys who know how to research these things on their own.

While banks usually do not provide this information on their customers, they may suggest contacting your attorney. In cases where you need to make a phone call, a friendly and well-informed approach to the real estate department or a local bank representative may yield results.

By following the steps outlined above or using the alternative methods mentioned, you can successfully obtain the necessary information for your purpose.

Conclusion

In conclusion, while it may be challenging to obtain specific documents such as building permits and approved plans from a bank, it is often more feasible to do so through local property records offices or by utilizing online resources. By maintaining a polite and professional tone throughout the process, you can increase your chances of success.