A Proposal for a Shared Garden

Subject: Proposal for a rooftop garden — request for a short meeting

Subject: Proposal for a rooftop garden — request for a short meeting

Dear Mr Okafor,

Dear Mr Okafor,

I hope you are well. I am writing to put forward an idea that several colleagues and I have been discussing over the past few weeks, and I would be grateful for the chance to explain it in more detail.

I hope you are well. I am writing to put forward an idea that several colleagues and I have been discussing over the past few weeks, and I would be grateful for the chance to explain it in more detail.

As you know, the flat roof above the fourth floor has been unused since the renovation two years ago. We believe it could be converted into a modest shared garden at very little cost to the company. The plan involves raised wooden beds, a few benches and a small rainwater tank, all of which could be installed over a single weekend by volunteers.

As you know, the flat roof above the fourth floor has been unused since the renovation two years ago. We believe it could be converted into a modest shared garden at very little cost to the company. The plan involves raised wooden beds, a few benches and a small rainwater tank, all of which could be installed over a single weekend by volunteers.

The benefits, in our view, extend well beyond appearance. First, many of us spend entire days in front of screens, and a green space within easy reach would encourage people to take proper breaks. Research on workplace wellbeing consistently suggests that even ten minutes outdoors can improve concentration in the afternoon. Second, the garden would give colleagues from different departments a natural reason to meet. At present, the marketing and accounts teams hardly speak to each other, and a shared project might change that.

The benefits, in our view, extend well beyond appearance. First, many of us spend entire days in front of screens, and a green space within easy reach would encourage people to take proper breaks. Research on workplace wellbeing consistently suggests that even ten minutes outdoors can improve concentration in the afternoon. Second, the garden would give colleagues from different departments a natural reason to meet. At present, the marketing and accounts teams hardly speak to each other, and a shared project might change that.

I appreciate that you will have concerns, and I would like to address the most obvious ones in advance. Safety is the first. We have spoken to the building manager, who confirmed that the roof can carry the additional weight, provided that the beds are positioned along the strongest walls. We would also install a low railing and limit access to office hours. The second concern is maintenance. Rather than hiring a gardener, we propose a rota, with each team responsible for the beds for one week at a time. Several people have already offered to take charge of watering during the summer holidays.

I appreciate that you will have concerns, and I would like to address the most obvious ones in advance. Safety is the first. We have spoken to the building manager, who confirmed that the roof can carry the additional weight, provided that the beds are positioned along the strongest walls. We would also install a low railing and limit access to office hours. The second concern is maintenance. Rather than hiring a gardener, we propose a rota, with each team responsible for the beds for one week at a time. Several people have already offered to take charge of watering during the summer holidays.

Finally, there is the question of cost. Our estimate, based on three quotations, comes to roughly eight hundred euros for materials. We would like to ask whether the company might contribute half of this amount, while the rest would be raised through a small fundraising event, such as a lunchtime sale of vegetables and herbs once the first harvest is ready. A detailed budget is attached to this email.

Finally, there is the question of cost. Our estimate, based on three quotations, comes to roughly eight hundred euros for materials. We would like to ask whether the company might contribute half of this amount, while the rest would be raised through a small fundraising event, such as a lunchtime sale of vegetables and herbs once the first harvest is ready. A detailed budget is attached to this email.

I realise that this is not a conventional request, and I would not want to take up your time if the timing is inconvenient. However, I genuinely believe that the project could strengthen team spirit and make our building a more pleasant place to work. Would it be possible to arrange a fifteen-minute meeting sometime next week? I am available on Tuesday and Thursday mornings, although I can adjust my schedule if necessary.

I realise that this is not a conventional request, and I would not want to take up your time if the timing is inconvenient. However, I genuinely believe that the project could strengthen team spirit and make our building a more pleasant place to work. Would it be possible to arrange a fifteen-minute meeting sometime next week? I am available on Tuesday and Thursday mornings, although I can adjust my schedule if necessary.

Thank you very much for considering this proposal.

Thank you very much for considering this proposal.

Kind regards,

Kind regards,

Elena Marques

Elena Marques

Project Assistant, Finance Department

Project Assistant, Finance Department