Complaint Letter to Landlord About Maintenance (Canada)

If your landlord has not addressed a maintenance issue after you reported it, a formal written complaint is the next step. This template helps you document the problem, set a deadline, and create a paper trail for escalation.

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Landlord Maintenance Complaint Letter Template (Copy/Paste)

[Your Name]
[Your Address / Rental Unit Address]
[City, Province, Postal Code]
[Your Email]
[Date]

[Landlord Name or Property Management Company]
[Address]

Subject: Formal Maintenance Complaint – [Unit/Suite Number]

Dear [Landlord Name],

I am writing to formally complain about an unresolved maintenance issue at my rental unit located at [full address].

Issue:
- [Describe the maintenance problem: e.g., broken furnace, persistent water leak, mould in bathroom, pest infestation]
- The issue first occurred on [date]
- I reported it to you on [date(s)] by [phone/email/in writing]
- As of today, the issue has not been resolved

Impact on living conditions:
[Describe how this affects you: e.g., no heat during winter months, water damage to personal belongings, health concerns from mould exposure]

Previous attempts to resolve:
- [Date]: [What you did – e.g., called property manager, sent email, spoke in person]
- [Date]: [Response received, if any]

Requested resolution:
I am requesting that this maintenance issue be fully repaired within 14 days of this letter.

Under the [Residential Tenancy Act / applicable provincial legislation], landlords are required to maintain rental units in a good state of repair and in compliance with health and safety standards. If this matter is not resolved within the stated timeframe, I may file an application with the [RTB / LTB / TAL / RTDRS / applicable provincial tribunal].

Attachments: [List any photos, previous correspondence, inspection reports]

Sincerely,
[Your Name]

How to Use This Template

  1. Fill in the placeholders – Replace everything in [brackets] with your actual details
  2. Be specific about dates – Include when the issue started and when you first reported it
  3. Describe the impact – Explain how the maintenance issue affects your daily life or health
  4. Set a clear deadline – 14 days is standard for non-emergency repairs
  5. Reference your provincial legislation – Use the correct act name for your province
  6. Keep a copy – Save a dated copy of everything you send
  7. Send with proof of delivery – Use email (automatic timestamp) or registered mail

Common Maintenance Issues Tenants Face

  • Broken heating or air conditioning
  • Water leaks (roof, pipes, faucets)
  • Mould or dampness
  • Pest infestations (mice, cockroaches, bedbugs)
  • Broken windows or doors
  • Electrical problems
  • Plumbing failures
  • Broken appliances (if landlord-supplied)
  • Common-area disrepair
  • Structural issues (walls, floors, ceilings)

Common Mistakes to Avoid

  • Being vague – "The apartment needs work" is not enough; describe the specific issue and its impact
  • Not including dates – Without dates, you cannot prove how long the issue has been unresolved
  • Making threats – Stick to facts and reference legislation rather than making personal threats
  • Withholding rent without process – This can backfire; use the proper tribunal process instead
  • Only complaining verbally – Phone calls leave no paper trail; always follow up in writing
  • Not keeping copies – Save copies of every letter, email, and photo you send

Example Snippet

Preview only – not a complete template

"I am writing to formally complain about an unresolved maintenance issue at my rental unit at [address]. The furnace stopped working on January 5, 2026. I reported the problem by email on January 6 and followed up by phone on January 10. As of today, no repair has been made.

The unit temperature has been below 15°C during this period, making it unsuitable for habitation. I am requesting that the furnace be repaired within 14 days of this letter. If not resolved, I may file an application with the [RTB / LTB]..."

What to Do If Your Landlord Ignores You

  • Wait for your deadline – Give the full 14 days you specified in your letter
  • Document everything – Photos, dates, communication attempts, impact on your living conditions
  • Send a follow-up letter – Reference your original complaint and note the missed deadline (see: Second Complaint Letter)
  • File with your provincial tribunal:
    • BC: Residential Tenancy Branch (RTB)
    • Ontario: Landlord and Tenant Board (LTB)
    • Quebec: Tribunal administratif du logement (TAL)
    • Alberta: Residential Tenancy Dispute Resolution Service (RTDRS)

General guidance only. Specific processes and timelines vary by province. This is not legal advice.

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Frequently Asked Questions

Include your name, rental address, a clear description of the maintenance issue, when you first reported it, what impact it has on your living conditions, and a specific deadline for repairs. Date the letter and keep a copy.

Across Canada, landlords must keep rental units in a good state of repair and comply with health, safety, and housing standards. This includes working plumbing, heating, electrical, structural integrity, pest control, and common-area upkeep.

For emergencies like no heat or flooding, 24 to 48 hours is considered reasonable. For non-urgent maintenance, 14 days is a standard deadline. Your province may have specific rules.

Document everything and file an application with your provincial residential tenancy authority. In BC use the RTB, in Ontario use the LTB, in Quebec the TAL, and in Alberta the RTDRS.

In most Canadian provinces, tenants cannot unilaterally withhold rent. The proper step is to apply to your provincial tribunal for a rent reduction or repair order.

Either works as long as you have proof of delivery. Email provides a built-in timestamp. If you send a physical letter, use registered mail or keep delivery confirmation.

Include dated photos or video of the issue, copies of previous written requests, dates of verbal complaints, text messages or emails with the landlord, and a log of how the issue has affected your daily life.

In some provinces, if conditions make the unit uninhabitable and the landlord refuses to repair, you may apply to the tribunal for early termination. Do not simply leave without following the proper process.

No. A well-structured letter that clearly states the problem, timeline, and desired resolution is usually sufficient. Most provincial tribunals are designed for self-represented tenants.

A repair request is your initial ask for the landlord to fix something. A maintenance complaint is a formal, written escalation when the issue has not been addressed after your initial request. The complaint creates a paper trail for potential tribunal proceedings.

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