Writing a noise complaint letter to a tenant isn't the most fun aspect of property management, but it's a necessary step in ensuring a peaceful living environment in and around the rental property.
In this blog, we'll discuss:
Fundamentally, a noise complaint happens when sound levels disrupt the peace and comfort of others. These disturbances can include loud music, parties, or even frequent or loud arguments.
A neighbor may call your office, your owner, or even local law enforcement to voice their concerns with noise levels. Generally, this happens during designated quiet hours, typically late at night or early in the morning.
Many local ordinances set limits on acceptable noise levels during specific times. Property owners and managers should familiarize themselves with these laws and ensure they align with any local or state regulations.
Consider consulting a local attorney to ensure that you have full clarity on what constitutes a legal noise disturbance.
There are several situations where a noise complaint letter might become necessary.
Some common examples include:
Today, we’ll address these common scenarios and provide guidance to property managers who may need to send one of these letters to noisy residents. We’ll also include a customizable sample letter you can use in these cases.
Related: Types of Tenant Issues and How to Deal with Them
Before drafting and sending a noise complaint letter, it's crucial to investigate the situation thoroughly. Sending a complaint without proper groundwork can lead to unnecessary conflict and misunderstandings, and create an uncomfortable resident experience.
If you've received complaints from other residents about the same individual or property, a good first step is to talk to the neighbors to confirm the issue. Evaluate these complaints in detail to gather all the necessary information such as the type of noise disturbance, when they experienced it, and how often these might occur. It might also be helpful to visit the property during reported disturbance times, although this isn't always feasible because of timing.
Before issuing a formal complaint, having a conversation with the resident can sometimes resolve the issue. Talk to them about the complaint, discuss the incident, and ask them to change this behavior. This serves as a preliminary warning, allowing the tenant to improve their behavior before further action needs to be taken, up to and including eviction.
It also provides an opportunity for face-to-face de-escalation of the issue before proceeding to more formal corrective or legal action.
A well-structured noise complaint letter should contain the following elements:
Like any difficult communications to a resident, a noise complaint letter should be polite, yet firm, and clearly outline next steps. Here’s a customizable letter template for a noise complaint:
[Your name]
[Your address]
[City, State, ZIP code]
[Phone number]
[Email address]
[Date]
[Tenant's name]
[Tenant's address]
[City, State, ZIP code]
Dear [Tenant's name],
This letter is to inform you that we have received several noise complaints regarding your unit. The disturbances have been reported to occur during [specific dates and times]. This is in violation of the noise regulations stated in your lease agreement and local noise ordinances.
We request that you reduce noise levels, especially during quiet hours, which are from [start time] to [end time]. Please take immediate action to remedy this situation. We will check in again after [specific period] to ensure compliance.
If the noise disturbances continue, we may have to take further action, which could include eviction.
Thank you for your understanding and cooperation.
Sincerely,
[Your name]
Your noise complaint letter can be sent via email or delivered as a hard copy. Make sure you retain a copy for your records, noting the date and method of delivery.
In general, unlike eviction notices and other legal documents, you don't need to deliver noise complaint letters by certified mail. An email or print copy can suffice for record keeping. As always, check your state and local regulations to make sure you're compliant with delivery requirements.
Handling noise complaints efficiently is crucial for maintaining a peaceful living environment. By following the steps outlined above and using the provided template, your property management company can address noise issues effectively and foster a more harmonious community for all renters.
If you're looking to improve the resident experience for every one of your tenants, learn how Second Nature’s Resident Benefits Package can help.