"Complaint Letter to Landlord Template"

How to Write a Complaint Letter to a Landlord?

Here is how you should draft a formal Letter of Complaint to a Landlord:

1. Greet the landlord and write down your full name.
2. Explain the reason for composing a letter - there is an issue you need to fix, usually with the landlord's assistance or consent. Even if you have discussed the problem on the phone, shortly describe it in the letter to have an official record of the complaint. It is possible the landlord may require this document to present it to the repair service - a Complaint Letter to a Landlord about repairs will clarify what exactly happened, because the tenant, not the landlord, witnessed the issue.
3. List the measures you have taken to deal with the problem. For instance, if you are complaining about the noisy neighbors who also rent from your landlord, you may indicate that you have talked to them about the matter and reminded them about the allowable noise limits during the day and night, yet the issue did not disappear.
4. Specify what you think the landlord should do to help with the problem - they can talk to your neighbors, pay for the repairs, or compensate you for your expenses if you have spent your own money to fix the issue quickly.
5. Remain polite and professional - even if you have a conflict with the recipient of the letter, there is no need to be rude. Moreover, an insulting note will leave a stain on your relationship and jeopardize your future as a tenant - the landlord will not give you the recommendation to attest to your good character and may even terminate the lease early.
6. State your current contact information and offer the landlord to get in touch with you to discuss the next step. Sign and date the letter. You may send a simple email especially if this is how you always communicate with a landlord or, in case the matter is not urgent, prepare a traditional mail and use certified mail - this way you will obtain a receipt that will prove you have attempted to contact the landlord to deal with the problem. Do not forget to make a copy of the letter as well. If you have been in contact with the property manager instead of the landlord, send them the letter instead.

Check out these related letter templates:

• Generic Complaint Letter;
• Apartment Noise Complaint Letter;
• Letter of Intent to Lease Residential Property.