Complaint Letter to Landlord

Sometimes it's not easy to do complaints to landlords via Whatsapp or Wechats are done on the phone. However, having something in writing is always best for a situation like this, so that a paper trail can be created. This paper trail is useful in a worst-case scenario, if the landlord doesn't respond and doesn't correct the issue, the tenant still has proof that a complaint was made.

How to write a strong complaint letter to the landlord or management?

If you have a problem with your housing situation, it is important to let your landlord know about it. The best way is to do this in writing by drafting a formal business letter to your landlord that clearly states the issue that you're having. Describe how the problem is affecting you and the people who live with you. Explain what you want your landlord to do to resolve the problem and give them a deadline to get it done. The best way to do this is by sending an email or letter by mail explaining the problem with details, such as: 

• Rats or cockroaches in the house;
• The faucet in the bathroom sink is leaking, and I can’t make it stop;
• Issues with mold;
• Issues with air conditioning or heating;
• Bad maintenance by property management;
• Issues with the neighbor.
• Etc

There are good ways and bad ways to do this. Here are some suggestions for writing an effective complaint letter.

1.  Explain the problem as clearly as you can. The landlord is not going to read a letter that goes on and on. Make your points clearly, with specific detail, as briefly as possible.
2. Be polite and respectful in your letter. Presume that your landlord will do the right thing, operate in good faith, and behave like a professional. Set a good example for your landlord to follow.
3. Suggest ways to resolve the problem. Tell the landlord that you want to cooperate to reach a solution that is favorable to both of you.
4. Do not threaten to report your landlord and your problem to the Inspector or the Better Business Bureau, or to sue the landlord. It may become necessary later, and that would be the time to tell the landlord.
5. Send printouts of photos with the letter if pictures would help show the landlord exactly what the problem is. Make sure you can make a copy or printout of what you send.
6. Ask the landlord to respond to you in a reasonable amount of time – remember to be polite! A “reasonable amount of time” can vary on the urgency of the problem. Be sure to include the best way to reach you, for example, your cell phone number, your email.
7. Make a copy of the complaint letter and anything else you are sending with it and keep the copy with your lease.

Sample content:

Dear {{Name Landlord}},

I am a tenant of yours, living at {{Location}}. I have been living here since {{First-day rent}}. I am having a problem in my apartment, {{describe problem}}.

This is making it difficult for me because when it leaks, it makes noise and also uses more water than if it didn’t. I also think that it is probably causing some wear and tear on your plumbing equipment, and it would be in everyone’s best interest to make it stop. Could you please send someone out to look at this so that it can be repaired or replaced as necessary? I look forward to hearing from you very soon.

I can be contacted by phone at this number: (your phone number) and by email at: (your email address).

Thank you very much. Yours sincerely,

{{Name Tenant}}

Download this Complaint letter Landlord if you need to discuss issues with your apartment with your landlord!