Complaint Letter for Poor Maintenance of Building

Maintenance involves taking appropriate measures to keep an item, asset, or property in good condition and repair it when necessary. Buildings, apartments, and homes need regular maintenance to provide safe and comfortable living conditions.

A complaint letter about poor maintenance of a building or apartment is a formal written document sent by a tenant, resident, or property owner to the building management, landlord, or housing authority to express dissatisfaction with the maintenance and upkeep of the premises.

Common issues addressed in such a letter include:

1. Leaking roofs or plumbing problems.
2. Broken elevators or windows, or damaged staircases.
3. Uncollected garbage.
4. Electrical failures or faulty wiring.
5. Dirty common areas.
6. Malfunctioning security systems.

Below are sample letters addressing poor property maintenance and repair services.

Sample #1: Poor Maintenance of an Apartment

Dear [Recipient’s Name],

I am writing to complain about the poor maintenance of Frere Residency. I have been your tenant for three years. During my first year here, I submitted a maintenance request form, but no action was taken. The marble slab in my kitchen has been broken since I moved in. Dirt collects in the damaged area, making it difficult to clean properly. Likewise, the aluminum insect screen on the living room’s sliding windows is broken. Birds frequently enter through the damaged screen and leave the room dirty.

We need to open the windows for cross-ventilation because of the city’s humid weather. In addition, none of the door stoppers work. I have repeatedly reported these issues by phone, but they remain unresolved. As stated in our rental agreement, all fixtures and equipment should have been in working order before the apartment was handed over to me. I request that you address these maintenance concerns and arrange the necessary repairs as soon as possible.

Sample #2: Poor Maintenance by a Construction Company

Dear Mr./Ms. [NAME],

I am [NAME] from [NAME OF THE CITY]. I have been living in a house at [PRECISE ADDRESS], which was built by your company. Your company is one of the most renowned construction companies in [NAME OF THE CITY]. Its reputation for reliability and work on high-profile projects was one of the reasons I chose your services.

I am writing to complain about the poor maintenance services provided by your company. According to the contract we signed, my house was to be constructed within three months. I have attached a copy of the contract for your reference. Clause c-iii states that the company shall provide free maintenance services for my house for three years, including repairs to the plumbing, paintwork, walls, and flooring.

Three weeks after construction was completed, the paint on the lower sections of the exterior walls began to fade, leaving the walls with an uneven appearance. Moreover, the water pipes serving the kitchen and ground-floor bathroom developed leaks at three different points. I requested maintenance services, but my requests were repeatedly delayed.

When I finally received an appointment, it was much later than expected. I was asked to pay extra charges for an earlier appointment, which I agreed to do.

The maintenance work was then completed, but the pipes began leaking again two days later. Upon inspection, I discovered that your workers had simply applied ordinary glue to the pipes to stop the leaks.

I am very disappointed with your service and request immediate corrective action and compensation for the unsatisfactory maintenance work. Please respond as soon as possible. Otherwise, I will submit a complaint to the local magistrate’s office.

Sample #3: Poor Cupboard Repair Service

Dear [NAME],

I have always considered your repair services among the most reliable in town, which is why I contact you whenever I need repairs. On [DATE], I called your office to request repairs to my wooden cupboard, which had been damaged by beetles. The cupboard was purchased in March last year.

During the call, I was told that the service charges would be higher than before because of a shortage of workers. Moreover, I had to pay extra charges because I requested the service in the evening, and the workers could only visit at night. My total bill came to $170.

The workers repeatedly asked for additional payment, which I refused. I told them I would report the matter to your office. I am extremely disappointed with the quality of their repair work. They used mismatched nails in different colors, leaving the cupboard with an untidy appearance.

Moreover, they did not install the handles correctly. The right-hand handle was fitted on the left side, and the left-hand handle was fitted on the right. I request that you investigate this matter and take appropriate action regarding the workers responsible. I also request a refund of half the amount I paid, as compensation for the poor repair work.

I have attached the receipt for the service. I look forward to your response. If I do not receive a response, I will submit a complaint to your head office in [NAME OF THE CITY]. Thank you.