Learn how to write an email to explain a problem with your accommodation.

Do the preparation task first. Then read the text and tips and do the exercises.

Reading text

From: Eloisa Marr
To: Sam Matthews [landlord]
Subject: 32 Acacia Avenue electricity problem

Dear Sam,

I'm writing on behalf of myself and my flatmates about Number 32 Acacia Avenue as we've been having problems with the electricity.

We noticed that if we use more than one appliance at night when the lights are on, the power cuts out. This means that we can't use the dishwasher at the same time as the oven, for example. For a while we have been careful but recently we have found that even in the daytime, more than one machine running can cause a power cut. Occasionally, the power cuts out for no obvious reason.

We know the electrician who came before couldn't find anything wrong, but please can someone come again as the problem is getting worse? If it would be easier, we can arrange an electrician ourselves and send you the bill.

Kind regards,



  1. To email someone who's not a friend, use a neutral style and polite tone.
  2. Start the email with Dear … , not Hi. End it with Kind regards or just Regards.
  3. Organise your email in three paragraphs:
    • why you're writing
    • the problem
    • what you want the solution to be
  4. Keep it short and simple. Only include the important information.
  5. Put specific information in the subject line. Don't just put Problem.



Language level

Intermediate: B1


Dear Sam,
I'm writing on behalf of myself and my flat mates about Number 20-08 Sunway Geo Avenue as we've been having problem with a fire alarm system.

We noticed that it makes noise periodically although we remove it. This means it has disturbed us while sleeping contiuously.

We hope the manager who can handle this problem would come to our apartment. and if you decide to send him, could you let me know related schedule?

Kind regards,


Dear Josh,
I am writing on behalf of my self and 03 roommates about the unit 1010.
We have been having problem with the air conditioning since last Monday.
The air conditioning in 03 our bedrooms are working in bad condition. This mean that although we have adjusted the lowest temperature of 16 Celsius degree and set at the high power mode with the strongest of fan speed, the room's temperature is still too hot of 35 Celsius degree. For a while we have checked the temperature of air flow was blown out from the indoor unit that is 35 Celsius degree, higher than when air conditioning operating normal. Occasionally, we heard the abnormal noise that it is spread out from into the gas pipe.
we known that have 02 times of having the technician who came to check the problem but they could not find out any problem, Perhaps, they have not professional of air conditioning skills, that's why the problem is getting more and more worse.
By the email, we ask you should solve the problem ASAP, because it is coming in the Autumn with the temperature is more hotter.
Please, can arrange someone coming and deeply checking to solve the root of problem.
If it would be easier, we can arrange the technician ourselves coming to solve problem and send you the bill

I had a bad experience regarding rented accommodation
In fact, in my previous home, we were not able to have a network in some rooms, the sun is not getting inside the house and there are extremely bad sounds coming from the water tank, therefore, we are not able to sleep properly during the night.

I don't have a kind of this issue in where I live.

I haven't had a bad experience in rented accommodation. On the contrary, i had a good experience when i was a senior high school student and rented a flat outside. I remembered that thing happened in the winter. One day I went back dorm as usual and found that there was a sleeping bag put on my bed. When i was wondering what happened, i saw a letter written by the landlady and left beside the sleeping bag, which said that remember to keep warm in this cold day and this sleeping bag was prepared for you. How considerate of my landlady, who is a mother of my senior in the same school.

Looking sentence carefully.