Draft complaint letter writing guidance - example

A complaint can be made in writing, by email, by telephone and face-to-face with an officer of the council.

What to include:

• Your name and address
• Your preferred method of contact
• Your contact details
• Permission for another person to speak to us on your behalf (if you wish)
• Who that person is
• That person’s contact details

Make sure to mention:

• What happened/went wrong
• When it happened
• Where it happened
• Who was involved
• Any important dates related to your complaint
• Perhaps consider including a timeline
• How the issue has affected you or your family

Make clear what outcome you expect:

• What you want the District Council to do, to put the situation right
• Include what you want to happen because of your complaint

Where to send your complaint

By letter
Newark and Sherwood District Council
Castle House
Great North Road
Newark
Notts
NG24 1BY
 

By email: comments@newark-sherwooddc.gov.uk  

Complaint letter writing guidance – example

Subject: Complaint Regarding [Your Issue]

Dear Newark and Sherwood District Council,

I am writing to formally bring to your attention an issue that I have been experiencing in my home at [Your Address]. As a tenant of Newark and Sherwood District Council, I believe it is important to address this matter promptly to ensure I/we have a comfortable living environment.

Step 1: Describe the Issue

The issue I am facing is [describe the issue in detail including what happened, when, where, who.]

[ E.g. A leaking roof, in my living room, that started in June. A repair that was made in July has not stopped the leak.]

[E.g. A faulty heating system, the boiler is not working, it stopped working in December. A repair carried out in December has not fixed the heating.]

[E.g. A broken window in my lounge, that was reported in March. Noone has been to fix it].

This problem has been ongoing since [date when the issue started] and despite my previous verbal/written communication, it has not yet been resolved.

Step 2: Explain the Impact

The persistence of this issue has caused significant inconvenience and discomfort. [Explain how the issue has affected you, e.g., "The leaking roof has led to water damage in my living room and has made it difficult to use the space effectively."]

Step 3: Request for Action

I kindly request that you take immediate action to address and resolve this issue. I believe that as a tenant, I am entitled to a safe and habitable living environment, and I trust that you will take the necessary steps to rectify this situation.

Step 4: Follow-Up

Please let me know when I can expect the repairs to be completed or if there are any further steps I need to take. I appreciate your prompt attention to this matter and look forward to a swift resolution.

Thank you for your cooperation.

Sincerely,

[Your name]