Complaint letter to society secretary

Use this to complain to the secretary of your housing society or residents' association about a problem such as leakage, parking, noise or poor maintenance.

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To The Secretary, [Name of Housing Society or Association], [Address] Date: [Date] Subject: Complaint about [Problem in Short, for example water leakage from flat 304] Dear Sir/Madam, I am the [owner/tenant] of flat number [Flat Number]. I wish to bring the following problem to the notice of the managing committee. [Describe the Problem, for example water has been leaking from the bathroom of the flat above into my bedroom ceiling since 1 November]. I spoke to [Person Concerned] about it on [Date You Spoke], but the problem continues. It is causing [Effect, for example damage to the ceiling and wiring]. I request the committee to kindly look into this and have it resolved at the earliest. I am happy to show the damage to any committee member. Yours sincerely, [Your Name] Flat No.: [Flat Number] Mobile: [Mobile Number]

When to use this paper

Write this when a problem in the building has been mentioned to the office or the guard more than once and nothing has moved. A written complaint must be recorded and can be taken up in a committee meeting. For an emergency, such as a burst pipe or sparking wires, telephone first and write afterwards.

Before you send it

Stick to facts and dates. A calm letter gets action; an angry one gets a quarrel.
Attach photos. They settle most arguments about leakage and parking.
Ask for the complaint to be recorded and taken up in the next committee meeting.
Keep a signed or emailed copy as proof that you informed the society.

How to send or submit it

Give it at the society office and get a receiving signature and date on your copy, or email it to the society's official address. If your society uses an app or a complaint register, enter it there too and note the number. Posting it only in the residents' chat group is not the same as giving it to the secretary.

Mistakes that get it sent back

No flat number, or no date since when the problem has existed.
Blaming a neighbour by name without facts. Describe the problem and let the committee deal with the person.
Several unrelated complaints in one letter.
No clear request. Say what you want done and by when you hope to hear.

This is a general format, written by us, to save you time. If the office concerned has its own printed form, use that form. Last checked: 11 November 2026.

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