| name | Neighbour Support Letter Template |
| description | A template letter for the applicant to provide to neighbours, explaining the proposed development and requesting their written support. |
23. Neighbour Support Letter Template
What It Is
A template letter for the applicant to provide to neighbours, explaining the proposed development and requesting their written support.
Why It Matters
- Committee of Adjustment considers community input — letters of support are powerful
- Proactive engagement reduces the risk of objections at the hearing
- Some municipalities weigh neighbour support heavily in marginal cases
- Even one letter of opposition can complicate an otherwise straightforward application
Governing Law
- Planning Act, s. 45(5-7) — Notice and hearing provisions
- No statutory requirement for support letters, but widely used in practice
How to Build It
NEIGHBOUR SUPPORT LETTER TEMPLATE
Two components:
A) Information package TO the neighbour
B) Support letter template FOR the neighbour to sign
--- COMPONENT A: INFORMATION PACKAGE ---
[Date]
Dear Neighbour,
My name is [Applicant Name] and I am the owner of [Property
Address]. I am writing to let you know about a proposed
[renovation / addition / new construction] at my property
and to ask for your support.
WHAT I AM PROPOSING:
[2-3 sentences describing the project in plain language]
- [Key detail 1 — e.g., "Adding a second storey to our home"]
- [Key detail 2 — e.g., "The addition will be set back from
the rear lot line by 5 metres"]
- [Key detail 3 — e.g., "No changes to the front of the house"]
WHY I NEED APPROVAL:
The proposed [project] requires [X minor variances /
approval] from the Committee of Adjustment because
[brief, plain language explanation — e.g., "the addition
is slightly taller than what the zoning by-law allows"].
HOW THIS AFFECTS YOU:
I have carefully designed the project to minimize impact
on neighbouring properties:
- [Specific mitigation 1 — e.g., "No windows facing your
property on the side wall"]
- [Specific mitigation 2 — e.g., "Shadow studies show the
addition will not cast shadow on your backyard during
daytime hours"]
- [Specific mitigation 3 — e.g., "We are preserving the
mature trees along the shared property line"]
NEXT STEPS:
I have applied to the [Municipality] Committee of Adjustment.
The hearing is scheduled for [date] at [time/location].
You will receive an official notice from the City.
If you are comfortable supporting this project, I would be
grateful if you could sign the enclosed letter of support.
You may also attend the hearing to express your views.
I am happy to discuss the project with you at any time.
Please feel free to contact me at [phone] or [email].
Thank you for your consideration.
Sincerely,
[Applicant Name]
[Property Address]
[ATTACH: Sketch or simple drawing of the proposal]
--- COMPONENT B: SUPPORT LETTER TEMPLATE ---
[Date]
Committee of Adjustment
[Municipality Address]
RE: Application for Minor Variance
File No.: [File Number]
Property: [Subject Property Address]
Dear Members of the Committee,
I am the owner/resident of [Neighbour's Address], which
is [located adjacent to / across the street from / near]
the subject property.
I have reviewed the proposed [project description] at
[Subject Property Address] and I am writing to express
my support for this application.
[OPTIONAL — choose applicable sentences:]
□ I have reviewed the plans and believe the proposal is
compatible with our neighbourhood.
□ The proposed changes will improve the property and
the streetscape.
□ I am satisfied that the project will not negatively
impact my property.
□ I have discussed the project with the applicant and
am comfortable with the design.
□ The proposal is consistent with other improvements
that have been made on our street.
I respectfully request that the Committee approve this
application.
Sincerely,
_________________________
[Neighbour Name — PRINTED]
_________________________
[Neighbour Signature]
_________________________
[Neighbour Address]
_________________________
[Date]
