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.

[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

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

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.

Frequently Asked Questions

If your dispute involves a company rather than a landlord, you may find our formal complaint letter template or refund request letter more appropriate. For telecom billing issues, see the telecom dispute letter.