Landowner contact and visit letters
Rules on this topic differ by state. Check your state's law before you use this template.
Letter 1: Welcome to a new owner
Dear [Landowner name],
Welcome to [Property name]. We are [Land trust name], and we hold the conservation easement on this land. The easement stays with the property when it changes hands, so we will be working together from here on.
We would like to meet you, walk the property if you are willing, and answer any questions about what the easement allows. We have enclosed a copy of the easement and a short summary in plain language. If you plan any building, clearing or other changes, please talk with us first. Many requests can be worked out easily when we hear about them early.
You can reach me at [Your phone or email]. We look forward to meeting you.
[Your name], [Your title], [Land trust name]
Date
Letter 2: Notice of a monitoring visit
Dear [Landowner name],
Each year [Land trust name] visits the land it helps protect. We plan to visit [Property name] during [Visit date or window]. The visit usually takes a few hours. We walk or drive the property, take photos from set points and note any changes since last year.
You are welcome to join us. It is a good time to share your plans or ask questions. If the timing does not work for you, or if there are gates, livestock or hazards we should know about, please let me know at [Your phone or email].
[Your name], [Your title], [Land trust name]
Date
Letter 3: Thank you after the visit
Dear [Landowner name],
Thank you for helping with our recent visit to [Property name]. We appreciate the care you give this land.
Choose the paragraph that fits, and delete the other: (A) We did not see anything that needs follow-up, and we will be in touch before next year's visit. (B) We noticed a few items we would like to talk through with you. They are listed below. Please call or write so we can find a time to discuss them.
- [Item noted during the visit]
- [Item noted during the visit]
As always, please reach out at [Your phone or email] before starting any project that might touch the easement terms.
[Your name], [Your title], [Land trust name]
Date
Before you send any letter
- Checked the owner name and mailing address against the latest deed or tax record
- Kept the tone friendly and factual
- Enclosed any documents mentioned
- Saved a copy and logged the contact in the stewardship record log
- Had counsel review any letter that discusses a possible violation
A starting draft, not legal advice. Have your attorney or agency review before use.