The ABC of Writing Effective Letters to a Landlord

When renting a home and there are problems of one kind or another, the most logical solution is to take the problem up with the landlord. The tenant has to communicate the problem to the landlord in a manner that is acceptable, understandable and above all productive.

One of the most effective ways of communicating any problems with a rented premises is to write a letter to the landlord.  There are certain formats and formalities that need to be followed when writing an official letter and it is imperative that the landlord be approached in a professional manner; they are more likely to be helpful to the tenant in the same professional manner if this is the approach taken.

Some of the most common types of letters to a landlord are:

• Notice of Repairs
• Letter indicating Intent to Vacate
• Complaint Letter
• Notice of Privacy Violation

How to Write Letters to a Landlord

Writing letters to a landlord is very easy. However, the tenant should always use a tone that will ensure a positive response from the landlord.  If it comes off as though the tenant is accusing the landlord or being in any way aggressive, then the landlord will be on the defensive and therefore not very receptive to the request in the letter.

Since the letter is a formal request to the landlord then it should be addressed in the correct manor. The tenants’ name and address should be on the top right hand corner of the letter and the landlord’s address should be just underneath it. It also follows, that the letter should have the proper salutation such as “Dear” at the start and “Sincerely” at the end. Using a polite tone will encourage the landlord to take the contents of the letter seriously and is more likely to get a swift response.

The letter should be clear and concise. It should directly state the problem. For instance, if the toilet is blocked then the letter should simply read “the toilet is blocked” and not “how am I supposed to live with this blocked toilet”. It is important to remember that a letter of complaint need not be rude. The tenant should then proceed to propose a solution to the problem; the tone of the letter should be firm but polite.

It is important that the tenant should quote the section of the lease agreement that legally obligates the landlord to rectify or respond to the situation. The tenant should then include contact information that the landlord can use for further clarification.

The tenant should then sign his or her name at the bottom of the letter, followed by the date of writing. Finally, the letter is sent but it is advisable to keep a copy of all official documents you send for your own records.

These are the steps to follow when writing formal letters to a landlord. However it is worth noting that the content of each letter changes depending on the reason for writing the letter.