How to Write a Complaint Letter to Your Landlord

This article was written by Jennifer Mueller, JD. Jennifer Mueller is an in-house legal expert at wikiHow. Jennifer reviews, fact-checks, and evaluates wikiHow's legal content to ensure thoroughness and accuracy. She received her JD from Indiana University Maurer School of Law in 2006.

This article has been viewed 453,878 times.

If you have a dispute with your landlord, it's important to put it in writing so you have a provable record of the dispute. Even if you've already spoken with your landlord or super, write a complaint letter that describes the problem and what you expect your landlord to do to fix it. Provide a deadline and follow up until the situation is resolved. [1] X Research source

Building Your Case

• Your complaint should be specific, and within your landlord's power to resolve. For example, problems with electrical wiring, damage to floors, stairs, doors, or windows, or the removal of pests or mold are problems worthy of a formal complaint letter.
• If your problem is with a neighbor or other resident of the property, it's usually best to try to talk to them and attempt to work out a solution to the problem before getting your landlord involved.

• Be as specific as possible, including dates and approximate times. Try to account for when you first noticed the problem, and when you first notified the landlord of the problem, if nothing else.
• Document the number of times you've talked to your landlord or anyone else in the management office about the problem. If possible, include names of anyone you talked to.

• For example, if you are writing to complain of a roach infestation in your kitchen, you might take photos of the roaches and the places where they appear to be coming into the unit.
• If you're writing to request repairs, take photos of the damaged property from all angles.
• If possible, include a date and time stamp on your photos.

• The landlord/tenant law that applies to you may require your landlord to reimburse you for any expenses you incurred repairing something that was the landlord's responsibility to repair. However, even if no law requires it, you can still request that your landlord reimburse you.

• Your lease may also include clauses that detail how you are supposed to notify your landlord of problems, and how long your landlord has to fix a problem after being notified. If your landlord has failed to follow this timeline, include that in your letter as well.
• Make a copy of your lease and underline or highlight the provisions you intend to cite in your letter.

Tip: There are some duties that are implied by law, even if they are not explicitly mentioned in your lease. For example, the "implied warranty of habitability" states that your landlord has a duty to keep your rental unit in livable condition and make repairs promptly.

• For example, in some areas, your landlord is under no obligation to make a repair until they are notified of the problem in writing.
• There are nonprofit tenant associations that may be able to help you. Law schools also often have landlord/tenant clinics staffed by law students who will help you free of charge.

Drafting Your Letter

• If you find a template you want to use that includes statements of law, make sure those statements accurately reflect the law in your area. If they don't, either change them or remove them.

• Include your full name and address at the top, as well as your phone number or email address. If you have personal letterhead, you may want to use that to make your letter look more professional.

• For example, you might begin your letter by writing: "On August 1st, I discovered evidence of roaches in my unit. I contacted you on August 2nd and requested pest control services. As of September 1st, the roaches are still present and no exterminators have come to my unit. I have attached photographs of the infestation."

• For example, you might write: "The roaches have contaminated food in the pantry and are a serious hazard to my health."

• For example, if you have a roach infestation, you may want a professional exterminator to come. You may consider the problem resolved only if all evidence of roaches is eliminated from your unit.

• For example, you may have decided that if your landlord doesn't fix the problem, you'll fix it yourself and bill the landlord for the charges. For example, you might write: "If a professional exterminator does not visit my unit within 10 days of your receipt of this letter, I will call one myself. Any expenses I incur will be deducted from my next rent payment."
• In some places, landlord/tenant law provides a mandatory response time if you submit a written complaint to your landlord. Other laws refer to a "reasonable time." In most cases, a deadline of 5 to 10 business days from the date of receipt is adequate.

• Reading your letter aloud can help you notice mistakes or awkward language that you wouldn't notice otherwise.
• Edit your language to remove instances of passive voice. Use simple language that is direct and to the point. For example, instead of saying "The stairs need to be fixed immediately so that the property can be considered tenable," you might say "The stairs present a serious hazard to tenants and their guests. Please repair them immediately."

Tip: Try to keep your letter to a single page if possible. If you find that you need multiple pages to detail the complaint, you may be dealing with too many problems in a single letter.

• If you're attaching documents or photos, include copies – not the originals. Keep the originals for your own records. If the situation ends up in court, you will need to present these as evidence.

• Most landlord/tenant attorneys will look over a letter like this for free, or for a relatively small fee. You can also use an attorney at a nonprofit tenants' association or a legal clinic.

Following Up on Your Complaint

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• When you get a copy of the receipt, save it along with your other records of the incident, including your copy of the letter, your copy of your lease, and any evidence.

• If you gave your landlord a deadline, allow them that time. Don't pester them or call them every day demanding to know what progress has been made. Maintain a professional attitude.
• If you see your landlord or super in the meantime, it's okay to bring up the issue or ask what progress they've made – provided you can be calm about it.

Did You Know? In most jurisdictions, it is against the law for your landlord to retaliate against you for exercising your rights as a tenant. If your landlord singles you out after getting your letter or insists that you do things other tenants aren't required to do (or that aren't listed in your lease), contact an attorney who specializes in landlord/tenant law as soon as possible.

• Use your best judgment on timing. For example, if you know it would take more than a day to resolve the problem, you may want to contact your landlord 2 or 3 days before the deadline, rather than the day before.

• For example, if you stated that you would call an exterminator yourself if the landlord didn't do so by the deadline, then you need to call an exterminator at your own expense. Once the work is done, send another letter to your landlord with a copy of the bill or receipt for your payment, and let them know that you're deducting that amount from your next rent payment.

• Most landlord/tenant attorneys give a free initial consultation. Use that opportunity to talk to several attorneys so you can choose the one that best suits your needs.
• If you don't have a lot of money for legal expenses, seek assistance from a nonprofit tenants' association, a law school clinic, or a legal aid society near you.

Sample Letters

Expert Q&A

Tips

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1. ↑https://www.lawhelpny.org/resource/sample-letter-to-your-landlord-request-for-repairs
2. ↑https://smokefreehousingon.ca/wp-content/uploads/2015/12/sample_complaint_letter.pdf
3. ↑https://smokefreehousingon.ca/wp-content/uploads/2015/12/sample_complaint_letter.pdf
4. ↑https://www.tenantresourcecenter.org/repairs_in_wisconsin
5. ↑https://www.commerce.wa.gov.au/publications/sample-complaint-letter-concerning-residential-tenancy
6. ↑https://www.rocketlawyer.com/document/complaint-to-landlord.rl#/
7. ↑https://www.findlaw.com/realestate/landlord-tenant-law/landlord-tenant-disputes-faqs.html
8. ↑https://www.lawhelpny.org/resource/sample-letter-to-your-landlord-request-for-repairs
9. ↑https://www.commerce.wa.gov.au/publications/sample-complaint-letter-concerning-residential-tenancy

1. ↑https://www.commerce.wa.gov.au/publications/sample-complaint-letter-concerning-residential-tenancy
2. ↑https://www.commerce.wa.gov.au/publications/sample-complaint-letter-concerning-residential-tenancy
3. ↑https://www.commerce.wa.gov.au/publications/sample-complaint-letter-concerning-residential-tenancy
4. ↑https://www.tenantresourcecenter.org/repairs_in_wisconsin
5. ↑https://www.commerce.wa.gov.au/publications/sample-complaint-letter-concerning-residential-tenancy
6. ↑https://www.commerce.wa.gov.au/publications/sample-complaint-letter-concerning-residential-tenancy
7. ↑https://www.tenantresourcecenter.org/repairs_in_wisconsin
8. ↑https://www.rocketlawyer.com/document/complaint-to-landlord.rl#/
9. ↑https://www.tenantresourcecenter.org/repairs_in_wisconsin
10. ↑https://www.tenantresourcecenter.org/repairs_in_wisconsin
11. ↑https://www.tenantresourcecenter.org/repairs_in_wisconsin
12. ↑https://www.lawhelpny.org/resource/sample-letter-to-your-landlord-request-for-repairs

About This Article

This article was written by Jennifer Mueller, JD. Jennifer Mueller is an in-house legal expert at wikiHow. Jennifer reviews, fact-checks, and evaluates wikiHow's legal content to ensure thoroughness and accuracy. She received her JD from Indiana University Maurer School of Law in 2006. This article has been viewed 453,878 times.

To write a complaint to your landlord, format your complaint like a formal business letter so it looks professional, which will make your landlord more likely to take it seriously. In the letter, start by explaining the problem and detailing any previous attempts you've made to contact the landlord or fix the issue. Then, explain how the problem is affecting you and how you'd like it to be resolved. Finally, include a reasonable deadline for when you'd like the issue to be taken care of. For tips on how to follow up on your complaint, scroll down.

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