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The One That Got Away | Any Advice On Writing A Formal Letter Of Complaint? |
Do you have any advice on writting a formal letter of complaint? Feces has flooded through the common area and the tubs and sinks of my appartment complex 13 or 14 times in the past five months (and actually flooded the inside of my neighbor's appartment).... MORE times since we moved here. I had it OUT with my appartment manger yesterday for the second time. I just called the city inspector and Navy housing and reported them. I need to write a formal letter of complaint to get something in writing. Looks like we might be going to court to get out of our lease.
I have NO idea where to start with the letter. I need to bring up the fact that they continue to cover up the problem, not fix it. I also need to put somewhere that the appartment manager stated yesterday that she would "no longer take my calls and will no longer listen to anything I have to say". Any advice? |
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Supergirl
 |
Your decision to write a letter is your first step. I'm terrible at writing but after years of pulling my hair out, being put on hold and re-telling my problem of one kind or another to each and every customer service rep. over and over again. I don't bother with any of that anymore. One letter can solve your problems with a company 99% more effectively then any other way. It only took me 19 yrs to get it.
The most important thing is to NOT APPEAR EMOTIONAL, you might be dissmissed as irrational. If you can't remember things like dates or exact #'s -word it so they can't disprove you therefore dismissing you as a lier. For example- instead of saying 13 or 14 times use the word numerous. State that you have brought the problem to the attention of the apartment management and untill now you have been patient with them in resolving the issue but after you were disregaurded you can not continue to be patient any longer. Add the statement "I'm sure you can understand my frustration" . Be clear on what you expect them to do to rectify the problem and be realistic. How would you handle it if they switched roles with you. Be sure sign and date your letter, also advise whom ever you send it too that a copy/copies have been sent to [name] as well.
Good Luck |
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Elana
 |
(your name and address tabbed to middle of page)
(date tabbed over to middle of page)
(landlord's address)
Dear Mr/Ms (landlord's last name),
This letter is to document several incidents with respect to the property at (address).
Date Event
xx/xx/xx Feces appeared in our basement...
yy/yy/yy I complained to zzzz and was told qqqqq
(and whatever else you can document)
Since these events make this property unfit for habitation in direct violation of my lease, I expect:
(Name your demands)
As I have complained verbally several times without satisfaction, a copy of this letter is being sent to (whatever the agency you are sending it to).
Sincerely,
(Your signature)
(Your name)
cc: (whichever official agency you are sending to) |
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misshiccups
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Start from the beginning. Give dates of each event, how contact was made, how you were treated each time, what was done if anything in response to each call you made... The key is to stay as professional as you can while still getting your point across. Instead of saying "They really pissed me off by..." try "I have been very frustrated because..." End by stating exactly what you expect from management and what you will do if they do not comply. MAKE SURE YOU TAKE PICTURES OF ALL THE DAMAGE DONE TO YOUR APARTMENT AND YOUR BELONGINGS. The more prepared you are when you go to court, the more likely the judge will rule in your favor. |
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mazziatplay
 |
Start by outlining the details of your complaint. Keep it unemotional, stick to the facts. Start from the first occurrence. Supply as much factual data like occurrences and conversation dates, to whom you spoke and what was said. Stress your concerns about the potential negative impact on the health of the damaged parties. Give them formal notice that unless immediate steps are taken to permanently resolve the issue you "will take appropriate action" and give them 10 business days to supply you with a written response. If they don't or do not perform to your satisfaction file a formal complaint with your local Health Division (they probably have a specified procedure), call the local television news (see if they have a reporter who specializes in consumer issues). that should light them up.
For more immediate action, copy the local housing authority and Health Department and note the cc on the bottom so that the party to whom you are addressing your complaint knows that others have been brought into the matter.
Finally, if that doesn't help, contact a local attorney but see if others in the complex are willing to join you in any legal action to help defray any initial costs. |
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jdecorse25
|
If you have Microsoft word, they have examples of letters on their help offline thing. I would try to be as professional as possible and leave emotion out of it. "Even with repeated attempts the problem still isn't resolved." is a good statement. "After calling Mrs. ___, the apartment manager, about the problem arising again, she informed me that she will 'no longer take my calls and will no longer listen to anything I have to say'". would be goo in there. |
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William
|
In the formal letter, be concise and factual. Don't bring any emotion into it. Specify the problems, the times when you contacted the manager (his or her name), etc. The city coming out and inspecting is a good idea and if it is on a navy housing property I would get them involved as well. It is hard not to be emotional when you write these letters but be factually and formal. You should send a copy to the apartment manager as well as the owner of the property.
You might alwo want to withhold lease payments, or put them into an escrow account until the problem is resolved and state that in your letter. Send the letter to the city, navy and the other two places via certified mail so you will have a copy of the delivery receipt. |
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ProfessorC
|
Check out this website - your state may have a similar one!
http://www.nebls.com
Look for the landlord tenant handbook. Page 20 has a couple of letters that fit your situation. |
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enoriverbend
|
Feces???
Be completely honest and straightforward in your description of the problems. Specify dates of your previous complaints to management. Don't whine or use personal attacks in the letter but just state the nature of the problems and the lack of action on the part of management. In your case, it would help a lot to include some photos if you can. This one should be a slam-dunk if you just tell the truth convincingly. |
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linkus86
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Offer a brief description and precise dates of each instance the issue recurred and the results of your efforts to resolve the issue. Omit how frustrated you felt, the redundancy will speak volumes for you. All in all you are looking to provide a good time-line of the events that have led you to this point.
Start with
To whom it may concern,
beginning on 5/1/07 my apartment located at 123 main #3 was flooded with feces from the ...I reported it to ... they told me they would... they failed to ... it happened again on ... I reported again on ... they told me ..., etc |
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