Everyone faces situations where they need to ask for equipment. From students asking to use school projectors to businesses needing temporary machinery, knowing how to write a good request letter makes all the difference. The right approach can turn what might be a “no” into a “yes.”
These sample letters will help you ask for equipment with confidence and professionalism. Each example shows a different situation and writing style that you can adapt to your needs. Ready to learn how to make your equipment requests stand out?
Letters of Request to Borrow Equipment
Here are 15 professionally written letters you can use as templates when requesting to borrow equipment.
1. Basic Request to Borrow Office Equipment
Subject: Request to Borrow Office Projector
April 2, 2025
Mr. James Wilson
Administrative Manager
ABC Corporation
123 Business Avenue
New York, NY 10001
Dear Mr. Wilson,
I am writing to ask if I could borrow the company’s portable projector for an upcoming client presentation on April 10, 2025, from 2:00 PM to 4:00 PM.
Our department’s projector is currently out for repairs, and this presentation to potential clients is crucial for our quarterly targets. I will handle the equipment with care and return it immediately after use.
Thank you for considering my request.
Sincerely,
Sarah Johnson
Sales Representative
Extension: 4567
sarah.johnson@abccorp.com
2. Formal Request to Borrow Construction Equipment
Subject: Request for Temporary Use of Backhoe Loader
April 2, 2025
Mr. Robert Martinez
Equipment Manager
City Construction Department
456 Municipal Drive
Portland, OR 97201
Dear Mr. Martinez,
This letter serves as a formal request to borrow one backhoe loader from the City Construction Department for the community garden project at Oak Street Park.
The Oak Street Neighborhood Association needs the equipment for three days (April 15-17, 2025) to prepare the ground for our community garden expansion. Our project has been approved by the Parks Department (approval code: PRK-2025-089), but we lack the necessary equipment to complete the groundwork.
We have two certified operators in our volunteer group who can safely operate the machinery. We also carry liability insurance that will cover the use of this equipment (policy number: LI-45678, copy attached).
Thank you for considering our request. The community garden provides fresh produce to our local food bank and serves as an educational space for nearby schools.
Respectfully,
Thomas Wright
Project Coordinator
Oak Street Neighborhood Association
555-123-4567
twright@oakstreetna.org
3. Friendly Request to Borrow Camping Equipment
Subject: Camping Gear for Spring Break Trip
April 2, 2025
Hi David,
How are you? Hope all is going well with your new job!
I’m planning a camping trip with some friends to Lakeside Park during spring break (April 20-23). Since you’re the camping expert among us, I was hoping to borrow your 4-person tent and portable cooking stove for the trip.
We’ll be careful with your gear and will clean everything thoroughly before returning it. Also, happy to throw in a small thank you giftâmaybe that craft beer you like from the local brewery?
Let me know if this works for you. We could pick up the items on April 19 and return them on April 24.
Thanks a bunch!
Your friend,
Michael
555-987-6543
4. Academic Request to Borrow Laboratory Equipment
Subject: Request to Borrow Spectrometer for Graduate Research
April 2, 2025
Professor Helen Chen
Department of Chemistry
State University
789 University Boulevard
Ann Arbor, MI 48109
Dear Professor Chen,
As a graduate student conducting research on water quality assessment techniques, I am writing to request permission to borrow the department’s portable UV-Vis spectrometer for my fieldwork at Lake Michigan.
The fieldwork will take place from April 25-28, 2025, and having access to this equipment would allow me to collect crucial data for my thesis on microplastic detection methods. The Chemistry Department spectrometer would be ideal due to its high sensitivity and portability.
I have completed the required training course for this equipment (certification #CHM-SPEC-2023-056) and will take full responsibility for its safe transport, operation, and return. The equipment will be stored securely during the fieldwork in the university’s field station lockup.
My faculty advisor, Dr. William Taylor, has approved this research trip and supports my request to use this equipment.
Thank you for considering my request. I would be happy to provide any additional information you might need.
Respectfully,
Jennifer Lopez
Ph.D. Candidate
Environmental Chemistry Program
Student ID: 85674321
j.lopez@stateu.edu
5. Request to Borrow Audio-Visual Equipment for an Event
Subject: Request for A/V Equipment for Community Fundraiser
April 2, 2025
Ms. Patricia Brown
Community Resources Manager
Westside Community Center
321 Main Street
Denver, CO 80202
Dear Ms. Brown,
On behalf of the Children’s Hospital Foundation, I am writing to request the use of your audio-visual equipment for our annual fundraising gala.
The event will take place on May 5, 2025, from 6:00 PM to 10:00 PM at the Grand Hotel Ballroom. We anticipate approximately 200 guests, and we need a sound system, two wireless microphones, and a projector with screen for our presentation and video segments.
Our foundation raises money to support children with serious illnesses and their families. Last year, we raised over $50,000, which helped fund the new pediatric wing at City Hospital.
We would gladly acknowledge the Westside Community Center as an event sponsor in our program and during the evening announcements if you are able to help with this equipment. We also have qualified technical staff who will operate the equipment.
Thank you for considering our request. Your support would help us minimize costs so we can direct more funds to the children who need them.
Warmly,
Samuel Green
Event Coordinator
Children’s Hospital Foundation
555-234-5678
s.green@chfoundation.org
6. Request to Borrow Sports Equipment
Subject: Request to Borrow Basketball Equipment for Youth Program
April 2, 2025
Coach Williams
Athletic Director
Washington High School
555 Education Lane
Seattle, WA 98101
Dear Coach Williams,
The Downtown Youth Center is starting a basketball program for kids ages 8-12, and we’re writing to ask if we could borrow some equipment from your school’s athletic department.
We need about 10 basketballs, portable hoops, and training cones for our twice-weekly sessions. The program runs for eight weeks, starting May 1 and ending June 26, with sessions on Tuesdays and Thursdays from 4:00 PM to 5:30 PM.
Many of the children in our program actually attend Washington High’s feeder schools, so this could help develop future talent for your program! We will take complete responsibility for the equipment, including transportation, safe storage, and prompt return in good condition.
As a token of appreciation, we would like to invite your varsity team members to volunteer as guest coaches, which could count toward their community service hours.
Thank you for considering our request. Your help would make a big difference to kids who might not otherwise have access to quality sports programs.
Best regards,
Amanda Torres
Program Director
Downtown Youth Center
555-876-5432
a.torres@dyc.org
7. Request to Borrow Photography Equipment
Subject: Request to Borrow Camera Lens for Wildlife Photography Project
April 2, 2025
Alex,
I hope this message finds you well! Your recent eagle photos on social media were stunning.
I’m reaching out because I have an exciting opportunity to photograph the bald eagle nesting site at Cedar Lake next weekend (April 12-13). This could be a great addition to my wildlife conservation portfolio.
Would it be possible to borrow your 600mm telephoto lens for this trip? My current longest lens is only 200mm, which won’t get me close enough for good eagle shots without disturbing them.
I promise to guard it with my life and return it to you promptly on April 14. I’ll also share any great shots I get with full credit to your gear!
Let me know if this would work for you. Thanks for considering!
Cheers,
Chris
555-444-3333
chris@wildlifephotos.com
8. Request to Borrow Musical Equipment for a School Performance
Subject: Request to Borrow Sound Equipment for Spring Concert
April 2, 2025
Mr. Daniel Garcia
Owner
SoundWave Music Shop
789 Melody Lane
Nashville, TN 37203
Dear Mr. Garcia,
As the music teacher at Riverdale Elementary School, I am writing to ask if your shop could help our school by lending us sound equipment for our upcoming Spring Concert.
Our school’s sound system recently stopped working, and our budget won’t allow for repairs or replacement before our concert on April 30. We need two speakers, a basic mixer, and three microphones to make sure our 60 young performers can be heard by their families.
The concert starts at 6:30 PM and should end by 8:00 PM. We would need to set up at 4:00 PM and would return all equipment by 9:30 PM that same evening. Our school janitor, Mr. Thompson, has experience with sound equipment and would be responsible for setup and operation.
In return for your generosity, we would prominently display your shop’s name in our concert program and make an announcement thanking SoundWave Music Shop for supporting youth music education in our community.
The children have worked so hard on this performance, and your help would mean so much to them and their families.
Thank you for considering our request.
Musically yours,
Lisa Chen
Music Teacher
Riverdale Elementary School
555-765-4321
l.chen@riverdaleelem.edu
9. Request to Borrow Gardening Equipment from a Neighbor
Subject: Can I Borrow Your Tiller This Weekend?
April 2, 2025
Hi Susan,
How are you and Frank doing? Your front yard tulips look amazing this spring!
I’m finally starting my vegetable garden this weekend and wanted to ask if I could borrow your garden tiller. My small plot needs to be turned over, and doing it by hand with my bad back isn’t going to work out well.
If it’s okay with you, I’d like to use it on Saturday morning for about 2-3 hours. I’ll fill it with fresh gas and clean it thoroughly before bringing it back.
Also, once my tomatoes and zucchini start producing this summer, you’ll definitely be getting some garden-fresh veggies as a thank you!
Please let me know if this would work for you. Thanks for being such great neighbors!
All the best,
Carol
555-222-1111
Next door at 247 Maple Street
10. Corporate Request to Borrow Training Facilities
Subject: Request to Use Training Room and Equipment
April 2, 2025
Ms. Victoria Adams
Facilities Director
XYZ Corporation
456 Corporate Parkway
Chicago, IL 60601
Dear Ms. Adams,
FastTrack Solutions would like to request the use of your company’s training facilities for our upcoming staff development program.
Our office building is currently undergoing renovations, and we need a space to conduct a two-day training session for our sales team on April 28-29, 2025, from 9:00 AM to 4:00 PM both days. We will need a room that can accommodate 15 people, along with projection capabilities and whiteboard access.
FastTrack Solutions and XYZ Corporation have enjoyed a beneficial business relationship for over five years. As your IT service provider, we would be happy to offer a complimentary system health check for your training room computers as a token of our appreciation.
We will ensure that the room is left in excellent condition, and all equipment is properly shut down according to your protocols. My assistant, Jason, will be present throughout to handle any logistical matters.
Thank you for considering our request. Please let me know if you need any additional information.
Best regards,
Karen Williams
Training Director
FastTrack Solutions
555-888-7777
k.williams@fasttrack.com
11. Request to Borrow Film Production Equipment for a Student Project
Subject: Student Film Equipment Request
April 2, 2025
Professor Martin Scott
Film Department Chair
Creative Arts University
123 Arts Avenue
Los Angeles, CA 90028
Dear Professor Scott,
As a senior film student working on my final project, I’m writing to request permission to borrow equipment from the department for my short film production.
The film, titled “Morning Light,” explores themes of family reconciliation and will serve as my portfolio piece for graduate school applications. I need to borrow a Sony FS7 camera, a basic lighting kit, and a boom microphone with recorder for the following dates:
– Pre-production tests: May 2, 2025 (afternoon only)
– Main shooting days: May 5-7, 2025
– Possible pickup shots: May 10, 2025
My project has been approved by my faculty advisor, Professor Reynolds (approval form attached), and I have completed all required equipment training courses. My team includes three other film students who are also certified to use this equipment.
We will follow all department guidelines for equipment care and will return everything in perfect condition. I have also secured production insurance through the Student Filmmakers Association (policy #SFA-2025-142).
Thank you for considering my request. This equipment would help me create a professional-quality project that reflects the excellent training I’ve received at Creative Arts University.
Respectfully,
Jordan Taylor
Senior Film Student
ID #98765432
j.taylor@creativeu.edu
555-321-7654
12. Request to Borrow Medical Equipment for Home Care
Subject: Request to Borrow Hospital Bed for Home Care
April 2, 2025
Mrs. Nancy Johnson
Patient Resources Coordinator
Community Care Hospital
789 Health Boulevard
Boston, MA 02115
Dear Mrs. Johnson,
My father, George Smith, was recently discharged from Community Care Hospital after his hip replacement surgery (Patient #CH-78901, discharged on March 28). His doctor, Dr. Phillips, suggested that a hospital bed would greatly help his recovery at home during the next month.
I am writing to ask if the hospital’s patient resource program could lend us a hospital bed for approximately 4-6 weeks while my father recovers. Our family is facing financial hardship due to dad’s medical bills, and purchasing or renting a bed would be difficult for us right now.
We have prepared a suitable space in our ground-floor den for the bed, with easy access to the bathroom. Our home has wide doorways that can accommodate the bed’s delivery, and family members will be home 24/7 to care for dad.
We would treat the bed with utmost care and return it promptly when dad no longer needs it. If there are any forms we need to complete or any costs we need to cover, please let me know.
Thank you for considering this request. Your help would make a significant difference in my father’s comfort and recovery.
Gratefully,
Mary Smith
Daughter and Caregiver
555-123-9876
marysmith@email.com
13. Request to Borrow Technical Equipment for a Research Project
Subject: Request to Borrow Drone Equipment for Agricultural Research
April 2, 2025
Dr. Howard Lee
Director of Technology Resources
Agricultural Research Institute
456 Science Park
Davis, CA 95616
Dear Dr. Lee,
As part of the Sustainable Farming Initiative, I am conducting research on drought-resistant crop patterns that requires aerial imaging capabilities.
I would like to request permission to borrow one of the institute’s agricultural drones equipped with multispectral cameras for the period of April 15-22, 2025. This equipment would be used to capture data from the experimental plots at North Valley Farm, approximately 30 miles from campus.
My research assistant, Kevin Chen, is a certified drone operator (certification #UAS-5432) and will handle all flight operations in accordance with FAA regulations. We have secured all necessary permissions from the farm owner and local authorities for the drone flights.
The data collected will help us analyze crop stress patterns and irrigation efficiency, potentially leading to water conservation methods that could benefit farmers throughout our drought-prone region.
All findings from this research will be shared with the institute, with full acknowledgment of your department’s contribution through the equipment loan.
Thank you for considering this request. I would be happy to provide any additional information or documentation you might need.
Sincerely,
Dr. Rachel Green
Lead Researcher
Sustainable Farming Initiative
555-987-2345
r.green@agresearch.org
14. Request to Borrow Cooking Equipment for a Charity Event
Subject: Request to Borrow Commercial Kitchen Equipment
April 2, 2025
Chef Carlos Rodriguez
Owner
Taste of Home Restaurant
789 Culinary Lane
San Antonio, TX 78205
Dear Chef Rodriguez,
Hope this letter finds you well! Your recent community cooking class was a hit with everyone who attended.
The Downtown Homeless Shelter is organizing a special Easter dinner for 150 guests on April 20, and as the volunteer coordinator, I’m writing to ask for your help. Our shelter kitchen lacks sufficient equipment to prepare a meal of this size.
Could we possibly borrow the following items from your restaurant:
– 2 large soup pots
– 1 commercial mixer
– 2 sheet pan sets
– 1 food warmer
We would need these items from April 19 (afternoon) through April 20 (evening). Our volunteer team includes two retired professional chefs who will ensure all equipment is properly handled, thoroughly cleaned, and returned in perfect condition.
Your restaurant’s generosity would be acknowledged on our event signage and in our monthly newsletter, which reaches over 500 community supporters.
Thank you for considering this request. Your help would make it possible for many people who are going through tough times to enjoy a special holiday meal.
With appreciation,
Maria Sanchez
Volunteer Coordinator
Downtown Homeless Shelter
555-789-0123
m.sanchez@downtownshelter.org
15. Request to Borrow Moving Equipment from a Friend
Subject: Help with Moving Day Equipment
April 2, 2025
Hey Ryan,
How’s it going? Hope you and Samantha are settling into your new place nicely!
As you probably heard from Jake, I’m finally moving to that apartment downtown next Saturday (April 12). The moving company is handling the big furniture, but I need to transport some boxes and smaller items myself.
Would it be possible to borrow your pickup truck and some moving dollies for a few hours that day? I’d need them from about 10 AM until 3 PM at the latest. The new place is only about 5 miles from my current apartment, so I won’t be putting too many miles on your truck.
I’ll fill up the gas tank before returning it and would be happy to take you and Sam out for dinner next week as a thank you. Also, I’ll be super careful with everything.
Let me know if this works for you. Thanks for considering it!
Take care,
Brian
555-777-8888
Wrap-up: Sample Letters for Equipment Requests
Writing an effective letter to borrow equipment starts with understanding what information to include and how to present your case. The specific style and details will change based on who you’re asking and what you need, but all good request letters share a few key features.
Always be clear about exactly what you need and when you need it. Explain why you need to borrow the equipment and how you’ll take care of it. Show that you’ve thought about the details, like who will operate the equipment and how it will be returned.
A well-written letter shows respect for the owner’s property and makes them feel comfortable lending their equipment to you. With the examples above as your guide, you can write request letters that get positive responses.
Whether you’re asking a friend, a business, or an institution, taking the time to write a proper request letter shows that you’re serious and responsibleâexactly the kind of person people want to help out.