Complain to a Neighbor or a Landlord • Example Letters, Guides and Samples

Guides

Since you will continue to associate with these people, your letter needs to accomplish its purpose without destroying the relationship. Tact is important. Be direct, but respectful. If you feel you must take legal action, do not mention it until other measures appear to be failing.

How to write this complaint letter:

  1. State the relevant facts concerning the problem.
  2. Include any receipts, invoices, canceled checks, copies of contracts, or other proof that will support your complaint.
  3. Tell how you feel the situation should be corrected. Include any actions you intend to take.
  4. Close on a positive note, expressing confidence that the reader will correct the problem.

Example Letter #1

Copied

I am writing to remind you of the leak in our roof that needs to be repaired. As you will remember, when the last storm hit we had water coming through the light fixtures, causing part of the ceiling to break loose. Fortunately, we were able to contain most of the water in pans and buckets, so the floor was not damaged. I am worried because another storm is forecast for this next weekend. We will be out of town, so we won't be able to handle the buckets.

I am sure you must be as eager as we are to ensure that no more damage is done. If nothing else, perhaps a sheet of plastic could be put over the roof until permanent repairs can be made. I would be willing to help some evening, if you would call to arrange a time.

Example Letter #2

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This winter has been harsh, and I understand how difficult it must be for you to keep the walkways clear of snow and ice, but this morning I slipped down the stairs and narrowly escaped serious injury. The problem is that the rain gutter drips on the stairs when the snow melts, causing ice to build up on them when it freezes.

I hope you will correct the problem immediately, so no one else will slip on those cement steps. We were lucky that I didn't get hurt this morning. We may not have the same luck the next time. I trust that you will remedy the situation quickly. Thank you for your help.

Example Letter #3

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The things I enjoy most about the trees in my back yard are the chirping birds. I don't know whether you know this, but your boys have been shooting the birds in my trees. I have left the dead birds on my lawn, so you can see the proof.

We've been friends for a long time. Please speak to your boys and ask them to do their shooting elsewhere--a target range comes to mind. I appreciate your doing this for me.

Example Letter #4

Copied

I am concerned about the way your dog runs loose in the neighborhood. I understand that it can be difficult to keep an animal confined, but it is also difficult for the neighbors to cope with shredded newspapers and messes on their lawns.

I do not wish to take any official action in this matter. We are neighbors, and I am confident that we can sort the problem out amicably. If you need help reinforcing or mending your fence, I would be happy to assist you.

Write Your Letter Step-by-Step

1 State the relevant facts concerning the problem.

Sample Sentences for Step 1
  • For the past three nights your loud music kept me awake. I have no argument with your right to play music, but I must protest the excessive volume at which it is played.
  • According to my contract, I should have received my deposit within three weeks of moving out of the apartment, but it has now been six weeks, and I have not yet received it.
  • The contract that all tenants sign states that we are not to keep any pets in our apartments, but for the past week we have heard dogs barking in the apartment directly above us.
  • I have been prompt in paying my rent every month, but I continually receive notices that my rent is overdue.
  • I am extremely concerned about the gas leak in my oven that I informed you about last week. I have anxiously waited for your response and intend to contact the city authorities unless I hear from you by Friday.
  • I have not received the services promised when I rented my apartment. I was assured that I would receive cable television and a reserved parking place, but neither has materialized.
Sample Phrases for Step 1
  • according to my contract
  • according to our agreement
  • am writing because
  • am extremely concerned about
  • as I recall
  • becoming a health hazard
  • contract states that
  • have been prompt in paying my rent every month
  • have not received the promised services
  • have not yet received my
  • have informed you previously of
  • in the interests of the whole neighborhood
  • is in direct violation of
  • is a nuisance to
  • is becoming a serious problem
  • is creating a hazard
  • is a violation of our contract
  • is both inconsiderate and against the law
  • is very irritating
  • it disturbs me that
  • mailed it to you on the
  • parking in the spaces is reserved for
  • should have received my payment by
  • these unsanitary conditions
  • violates the law to
  • wish to keep on good terms with

2 Include any receipts, invoices, canceled checks, copies of contracts, or other proof that will support your complaint.

Sample Sentences for Step 2
  • With this letter please find copies of the letters I have sent to apartment five, requesting that they clean up the garbage on their balcony.
  • I have included a copy of the letter I received from the apartment next door complaining about my car being in their parking spot. They continue to harass me about this, apparently not believing that I do not even own an automobile.
  • By way of a reminder, I have included a photocopy of the contract which stipulates that I must give thirty days notice before moving. I have also included a copy of the written notice I sent you thirty-two days before I left my apartment. I believe I have honored our agreement.
  • Please note the payment dates on the copies of my cancelled checks.
  • Enclosed you will find a receipt for the repairs I had done when your office failed to take care of the problem.
Sample Phrases for Step 2
  • as the evidence shows
  • as you can see
  • can only say that
  • continue to harass me about
  • enclosed you will find
  • have caused severe damage to
  • have kept up my end of the agreement
  • have included a copy of
  • have included a photocopy of the contract
  • have sent this letter in order to
  • have included my receipts
  • have fulfilled my obligations
  • have included for your convenience
  • hope to settle this amicably
  • is ample evidence that
  • is grounds for
  • photographs of the
  • pictures of the damage to
  • receipt for the repairs
  • should support my contention that
  • the enclosed itemized statement
  • will support my complaint
  • will explain the background to

3 Tell how you feel the situation should be corrected. Include any actions you intend to take.

Sample Sentences for Step 3
  • Please contact the tenants in apartment 5 and ask them to abide by the rules as others do.
  • If I do not receive my full deposit within two weeks, I will file suit in small claims court and lodge a complaint with the Fair Housing Commission.
  • I expect to be reimbursed for the services I paid for. If I do not receive a full refund, I will take my complaint directly to the owner.
  • I would appreciate it if you would confront these tenants with their violation of the no pets rule.
  • I would greatly appreciate your turning your stereo down after ten o'clock, as your contract requires.
Sample Phrases for Step 3
  • abide by the same rules as
  • am sure you understand that
  • as our contracts stipulate
  • ask the tenants to
  • expect full reimbursement for
  • expect to be repaid for
  • if I do not receive my deposit by
  • logical way to handle this
  • may be forced to lodge a complaint with
  • may be obliged to seek legal advice
  • may I suggest that you
  • merits your personal attention
  • please lower the volume
  • please talk to the tenants
  • please let your renters know
  • remind the tenants that
  • situation merits immediate attention
  • situation seems to warrant
  • take action to resolve the issue
  • their contract forbids
  • will take my complaint directly to
  • will be forced to file suit
  • would like to recommend that
  • would help immensely if you would
  • would greatly appreciate your

4 Close on a positive note, expressing confidence that the reader will correct the problem.

Sample Sentences for Step 4
  • I trust that you will give the problem your immediate attention.
  • I will appreciate your immediate attention to this matter.
  • Thank you for your cooperation.
  • Thank you for your help.
  • I hope to hear from you soon.
  • Please contact me as soon as possible. I am sure we can find a fair solution to this problem.
  • Thank you for responding to my concerns.
Sample Phrases for Step 4
  • am confident that this will
  • am confident that you
  • an equitable solution to the problem
  • appreciate your cooperation
  • concerns will be resolved
  • for your cooperation
  • for taking the time to
  • give your prompt attention
  • have always been satisfied with
  • have no doubt that
  • have really enjoyed living here
  • hope to hear from you soon
  • look forward to
  • realize how busy you are
  • should be easy for you to
  • sure we can find a solution to
  • sure we can resolve this problem
  • thank you
  • thank you for
  • to avoid legal action
  • to having this sorted out
  • to having this settled
  • trust that you will
  • want to resolve the matter
  • will appreciate your immediate attention to
  • will be able to
  • would like to maintain our
  • would like to continue to