Complaint Letter to Property Manager (Free Template Included)

It is almost inevitable that a problem will arise with your rental property. Whether it's a leaky faucet, malfunctioning appliances, or other problems, it's often necessary to communicate these concerns to your landlord or property manager in order to resolve them. One effective way to do so is by writing a complaint letter.

In the article below, we discuss reasons you may want to send a complaint letter, how to write a complaint letter to a property manager, and provide a complaint letter template. 

Did you know we have a free tool powered by AI that helps you create a complaint letter to a property manager? Check out our complaint letter tool.

Reasons to Write a Complaint Letter to a Property Manager  

Here are some of the most common reasons tenants write complaint letters to their property manager: 

• Request necessary repairs. If you have already sent requests for repairs but have not received a response, try sending a complaint letter with your requests.   

• Other tenants are being extremely noisy during weekday evenings, and your property manager refuses to do anything about it. Most leases include a “quiet hours” clause that sets specific times during which tenants are required to keep noise levels to a minimum. 

• Complaints regarding the health or safety of your dwelling. This could mean mold, a pest infestation, or a problem with the building's security.  

• Problems with the rental property’s amenities. For example, you haven’t been able to access the property’s pool or fitness center. 

Be aware, some problems tenants have with their rental property actually need to be addressed with their landlords and not their property managers. 

• For example, if you moved out and you haven’t received your security deposit back, you probably want to write a complaint letter, or demand letter, to your landlord and not your property manager. This is because, generally, your landlord is the one holding your security deposit rather than the property manager. 

• Most of the time, your lease or state law puts the responsibility on your landlord to make sure your living conditions, and make necessary repairs, etc. 

• For this reason, we suggest confirming who is responsible for the problem you are facing before writing your complaint letter. 

If you have a problem with your landlord, check out our article on how to write a demand letter to a landlord. 

Why Sending a Complaint Letter to a Property Manager is Important

Sending a complaint letter can be an effective way to communicate your concerns, ensure that your issue receives proper attention, and ultimately work towards a resolution.

Here are at least four other reasons to send a complaint letter to a property manager: 

1. A formal complaint letter demonstrates your commitment to resolving the issue. It shows the recipient that you are willing to take action to address the problem.

2. You are taken more seriously if you send a complaint letter. 

3. Sending a complaint letter provides a record of your complaint. This can be helpful if you need to pursue legal action against your property manager or management company in the future.

4. The most important reason to send a complaint letter is that it may lead to a resolution of your complaint without you having to take further action.

What to Avoid in Your Complaint Letter to a Property Manager  

Here are some general tips for what to avoid when writing your complaint letter:  

• Avoid using aggressive or confrontational language. It's natural to feel frustrated or angry when you're experiencing a problem with your rental property, but it's important to maintain a professional tone in your complaint letter. Further, the property manager is likely to resist helping you if you are being hostile. 

• Avoid making threats. This letter could end up in court if you aren’t able to resolve your problem. Any threats or made-up facts can be used against you later. 

• Avoid making unreasonable demands. While it's important to state what you expect or what you are seeking, it's also important to be reasonable in your expectations. Avoid making demands that are unrealistic or that the property manager is not legally obligated to fulfill.

•  Do not fabricate facts. As mentioned above, if you end up going to court over the complaint, the judge will read your letter at the hearing. Any facts you claim in the complaint letter may be brought up in court and will require further explanation. 

What to Include in Your Complaint Letter to a Property Manager  

Here are some suggestions to consider including in your complaint letter: 

• A clear statement of the issue. Make sure to include a clear and concise statement of the problem you are experiencing. Be specific about the facts surrounding the issue and how it has affected you.

• Include your expectations or requests. Be clear about what outcome you are seeking from the property manager. For example, you may be seeking a repair, a refund, or a reduction in rent.

• Attach evidence, if applicable. Attach any relevant documentation, such as photos or copies of correspondence between you and the property manager.

• Include a deadline. You may want to consider giving the property manager 14days to respond to you and state that if they do not respond within that time, you will take further action.

Once you have sent your complaint letter, keep it in your records. In the event you do end up filing a small claims lawsuit, you can bring it to the hearing and show it to the judge. This is especially handy if the property manager claims they didn’t receive the complaint letter or if the judge asks questions about the complaint letter at the hearing. 

Sample Complaint Letter Against a Property Manager 

Below is a sample complaint letter addressed to a property manager. Note, this sample complaint letter can also be used to send to a property management company. Remember, when using this sample, insert the relevant information of your dispute. For example, if you need to write a neighbor noise complaint letter to a property manager, this sample also works as a template. 

Did you know we have a free tool powered by AI that helps you create a complaint letter to a property manager? Check out our complaint letter tool.

Here is a video on how our complaint letter tool works:

[Your Name]

[Your Address]

[Date]

[Property Manager’s Name]

[Property Manager’s Address]

RE: [Subject of your complaint] 

Dear [Property Manager’s Name]: 

I am writing to express my disappointment and frustration with the services provided by your company. As a tenant who rents out [rental property address], I have repeatedly reported  [describe the problem or issue you faced]. However, the problem has yet to be resolved. 

I am now requesting that you take prompt and effective action to remedy this issue. To resolve this issue, [describe what action you want the property manager to take]. 

I look forward to resolving this matter amicably. If you would like to discuss this matter further, you may contact me at [your email or phone number]. If I do not hear from you by [14 days from now], I will take further action.

Sincerely,

____________________________

[Your signature]

Need a template complaint letter to a landlord instead? Check out our article here.

How to Send Your Complaint Letter

For the most part, you can choose to send your complaint letter in whichever way is easiest for you. Here are some common methods used: 

1. Mail. If you are sending your complaint letter by mail, consider including tracking information so you know when the letter is received. 

2. Email. This is a good option if you don’t have someone’s address.

3. Text message. This is another good option if you don’t have the property manager’s address. 

4. Hand delivery. Even if this option is available to you, delivering the letter in person can sometimes seem confrontational. 

Next Steps After Sending a Complaint Letter

If you still haven’t received a response from a property manager or management company after sending a complaint letter, consider taking the following actions: 

1. File a complaint against the property manager with the appropriate federal or state agency. 

2. Send a demand letter to the property manager. 

3. Sue the property manager in small claims court.

File a Complaint Against the Property Manager 

Besides sending a complaint letter, you may be able to file a complaint against your property manager or property management company with one of the following government or nongovernment agencies: 

• If you have a complaint against a property manager over housing discrimination you have experienced, file a complaint with the U.S. Department of Housing and Urban Development (“HUD”). Complaints can be made over the phone, online, by email, or by mail by following the instructions here. 

• Some property managers are registered with national industry organizations like the National Association of Residential Property Managers. NARPM is a trade organization for the residential property management industry, not a federal agency. Use the link here to download the NARPM complaint form.

• Your state’s Attorney General’s Office may also handle complaints filed against property managers. An Attorney General is the chief legal officer of a state, and their Office usually has many different roles. One of the main responsibilities most Attorney General Offices have is enforcing consumer protection laws in their state.   

Send a Demand Letter to the Property Manager 

If your property manager ignores your complaint letter, consider sending a more strongly worded demand letter instead. A demand letter is a document you can send to your property manager in order to make a formal demand for action or compliance with a particular request.

Here are some frequently asked questions we receive about demand letters: 

• How do I send a demand letter? Just like with a complaint letter, there are a variety of ways you can send a demand letter. The most common methods used are mail or email. 

• Do I need to hire a lawyer to send a demand letter? No, you can write and send a demand letter on your own. People Clerk also offers a free AI-powered demand letter tool. 

• How long after I send a demand letter can I expect a settlement or resolution? It is hard to predict when you will reach a settlement after sending a demand letter. This is because many factors can affect how long it can take. However, from what we have seen, a majority of people reach an agreement or settlement weeks or months after sending a demand letter. 

Sue a Property Manager in Small Claims Court 

Consider suing your property manager in small claims court if you have not been able to resolve your complaints through a complaint letter or after filing a complaint with a government agency. 

Small claims court is a type of court that handles disputes involving small amounts of money, typically up to a certain amount called the small claims limit. Small claims courts are typically faster and less formal than regular courts and are often designed for people to represent themselves without the need for an attorney. Small claims courts also handle a wide range of disputes against property managers. 

Did you know we have a free tool powered by AI that helps you create a complaint letter to a property manager? Check out our complaint letter tool.