Letters to the FAA Airports District Office and state aviation office

Letter A: Meeting request to the FAA Airports District Office

[Letter date]

[Airports District Office name], [District office address]

Re: [Airport name] ([Airport identifier]), planning for [Project name]

Dear District Office staff:

I manage [Airport name] for [City or county name]. We are planning [Project name] and would like to talk with your office before we take the next step. We want to make sure we understand what your office will need from us and when.

We would like to discuss:

Whether the project fits our current capital improvement plan, or whether the plan should be updated first.
What planning, environmental or design work your office expects before a grant request.
The timing that would let the project be considered for [Fiscal year].
Any open items in our files that we should resolve first.

We can meet in person, by phone or by video, at a time that suits your staff. I have attached a short project description and a map. Please contact me at [Your phone] or [Your email].

We know your office sets its own schedule and requirements, and we will follow its guidance on next steps.

Thank you for your help.

[Your name], [Your title], for [City or county name]

Signature: ______________________________

Printed name: ___________________________

Date: ____________________

Letter B: Project notice to the state aviation office

[Letter date]

[State aviation office name], [State office address]

Re: [Airport name] ([Airport identifier]), [Project name]

Dear State Aviation staff:

I am writing for [City or county name] to let your office know about a project we are planning at [Airport name]. We are also contacting the FAA Airports District Office about it.

Project: [Project name]. Target year: [Fiscal year].

We would like to know:

Whether your office offers funding or matching help for this kind of project, and how to request it.
Any state review, permit or notice steps we should plan for.
Whether your office would like a copy of our updated capital improvement plan.
Who on your staff we should keep informed as the project moves forward.

A short project description is attached. We are glad to send more detail or meet with your staff if that would help. Please reach me at [Your phone] or [Your email]. Thank you for your support of our airport.