Complaint letter to building management

Complaint Letters to Building Management

Letters Kate

A tenant has the right to write a complaint letter to the owner or the building management, who is responsible for maintaining the building. The landlords or administration should take the complaint letter seriously so that the issue faced by the building’s residents can be resolved.

The tenant writes this type of complaint letter to the building manager. The primary purpose of writing this complaint letter is to draw management’s attention to something causing the tenant inconvenience.

Moreover, this letter also serves as a request letter, where you request that the tenant do some repair work.

Guidelines for writing a complaint letter

  1. The complaint letter is not written to friends or any family member; it is better to be formal in the choice of words. Try not to add emotional statements in the complaint letter. If you want to tell the reader the facts about the building, use a polite tone.
  2. Avoid adding irrelevant information in the complaint letter.
  3. Use strong language and a firm tone. Also, be respectful. Your complaint letter should not ruin your relationship with the building’s management.

How do you write a complaint letter to management?

Add the receiver’s address, the recipient’s name, the sender’s name, the date of writing the complaint letter, and the subject in the letter. Mention the complete address of the building you are talking about. If you have given many reminders previously, let the reader know about them.

Explain your problem in detail in the letter. However, avoid providing unnecessarily long information. Since the company’s management is responsible for providing maintenance and repair services to tenants, you can directly ask the management to investigate the matter.

You can enlist all the things in the building that need seeing. Tell the reader about the importance of taking necessary actions in response to the complaint letter you are writing. End the letter by mentioning the response you are expecting.

Sample Letters

#1

I am writing to express my concerns about the elevator maintenance issue in our building. The problem has caused great inconvenience for all the residents. We seek your immediate attention to this matter.

Over the past month, the elevator has been out of service at least once a week. This particularly poses a significant issue for residents on higher floors. I live on the 5th floor with my elderly parents, who have mobility issues.  

Please address this concern as a priority. The elevator requires maintenance before it develops a more serious fault.

Thank you for your attention to this matter. I trust that you will resolve this issue as soon as possible.

#2

I am writing to bring to your attention an ongoing concern about the building’s water supply. During peak hours, shallow pressure has disrupted the supply.

I reported this issue at the reception, expecting a prompt resolution. However, I have been disappointed since I have not received a response from the management.  

Reliable water service is a basic necessity. Its frequent disruptions affect the daily lives of many residents. Therefore, I request you to treat this matter as urgently as possible.

I appreciate your immediate attention and expect to see improvement soon.  

#3

I am a resident of flat number 1 for the last two years. The sink in my kitchen is getting very old. The fittings and fixtures need repairs. The main pipe has broken down due to which, whenever I do my dishes, the water gets stuck in the sink for hours. I have tried cleaning chemicals to open the drain, but no luck yet. This leaves the water in the sink for hours to drain, and the water spills around the kitchen, making it very dangerous as anyone can slip on the floor.

I have also brought this to your attention a couple of times before, but the problem remains unresolved. Please fix my sink sooner.

#4

I am writing you this letter from house #4. It has been great living in this house, and you have been an excellent landlord. As included in the tenancy agreement, you must look after the repairs and maintenance of the house. Following the heavy rains last week, my roof has started to leak. The water keeps on dripping from numerous areas.

I have never had any issues, so I have never had to come to you with a complaint. However, it would be great if you could fix this immediately. It is getting hard for me and my wife to keep mopping the floor and cleaning the dripping water.

Complaint letter to building management
Complaint letter to building management