Official Complaint Letter
Use a general complaint when the recipient does not fit a specific business, bank, school, or workplace template. Keep the issue tied to a recorded event.
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Everyday correspondence · Letter builder
Maintenance Request
Document a non-emergency repair request to your landlord or property manager with the location, symptoms, and a practical way to arrange access.
Revised October 11, 2026 · Fictional examples · English / Arabic
A drafting aid, not a verified record or guaranteed form. Check the facts, your authority, and the recipient’s requirements before sending.
Before you begin
- Identify your unit and the affected room or fixture.
- Record when the problem started and any earlier report.
- Describe urgency factually and offer a way to coordinate access.
MAKE THE WORDING WORK
Describe the symptom, not a diagnosis
A location and observable symptom help maintenance staff triage the problem. “The cabinet under the kitchen sink is damp” is more useful than guessing which pipe has failed. Record when you noticed it and mention a previous request reference in the description when relevant.
Separate access from urgency
The urgency field explains what makes the issue time-sensitive. The access field is for contact preferences and proposed scheduling, not blanket permission to enter at any time. A message sent here is not delivered to the landlord; you must submit it through the actual maintenance route.
Keep a useful record
Save the request, the date sent, and a record of any response. For an immediate safety hazard, use the appropriate emergency or property emergency channel rather than waiting for a letter. This builder does not determine repair deadlines or authorize withholding rent.
TOO VAGUE
Fix everything immediately.
MORE USEFUL
Water continues to drip from the kitchen tap when closed; I first noticed it on October 9. Please contact me to arrange access.
The revision identifies the location, symptom, timing, and a workable contact step.
Turn a repair problem into a useful written request
- Identify the property and the exact room or fixture affected. “Kitchen sink at Unit 4B” is easier to act on than “the plumbing.”
- Describe what you observed and when it began. Note whether the problem is ongoing or intermittent; do not present a guessed technical cause as a confirmed diagnosis.
- Propose a contact method and access arrangements. Keep a useful record of photos and previous messages without putting unrelated private details in the letter.
- Send through the landlord’s repair process and keep a dated copy. Use an appropriate emergency channel for immediate hazards rather than waiting for a letter response.
WORKED EXAMPLE
See the complete result.
Every name, amount, and event below is fictional. This example is generated by the same function as the editor—not a separate editorial sample.
Fictional example — expand or collapse
October 11, 2026 To: Property Management Team Subject: Maintenance request — 18 Cedar Lane, Unit 4B Please arrange a repair for the following issue: Water drips from the kitchen tap even when it is closed. The cabinet below is damp. First noticed: October 9, 2026 Urgency: Please review promptly; no immediate danger observed. Access arrangements: Please contact me before arranging access; weekday afternoons are convenient. Please confirm receipt and how you will schedule the repair and coordinate access. Sincerely, Jordan Lee
Questions about this template
Can I use this for a water leak or heating problem?
Yes, for a factual written repair request. Describe the location, symptoms, when the issue began, and how to arrange access. An immediate hazard needs an appropriate urgent response channel.
Does the letter set a legal repair deadline?
No. It can request a response or visit, but it does not determine a landlord’s legal deadline, the lease requirements, or any right to withhold rent.
Should I attach photographs?
Photographs can help explain a visible issue. List the copies you intend to send and attach them through your own email or repair portal; this site does not submit them to the landlord.
YOUR WORKSPACE
Build, edit, and review.
1 Add the facts
No IDs or bank credentials. Fields stay in this browser; saving is off until you choose it.
2 Review the complete text
Generated draftYou can edit this text. Manual edits are kept until you explicitly rebuild the draft from the fields.
Optional header and images
Use images you are authorized to use. These images are not saved in local drafts and do not authenticate the document.
3 Confirm and export
Opens a clean print view. Choose Save as PDF in the browser; opening it alone does not save a file.
After you prepare the draft
Send through the property’s maintenance channel and keep its confirmation.
Avoid these mistakes
- Do not use this form for immediate danger: use appropriate emergency services or the property’s emergency contact. Repair deadlines and tenant remedies depend on state/local rules and your lease.
Sources and what they support
Official guidance supports the points below, not certification of this draft. Follow the receiving organization’s current instructions.
- USA.gov — Tenant rights
Find state and local tenant resources; not a universal notice period.
Related documents with different purposes
General correspondence letter
Use a flexible letter for a purpose that does not match a specialized template. It supplies structure; you must provide the facts and the request.
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