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To write a contractor about a problem, put it in a dated letter: name the job, the contract date, the specific defect or unfinished work, and the fix you want by a clear deadline. Keep the tone factual, keep a copy, and send it in a way that proves delivery.
This is general information, not legal advice.
Phone calls leave no record. When a dispute later turns on what was promised, when, and by whom, a dated letter is evidence and a phone call is a memory. Contractors also treat written complaints differently: a letter signals that you are organized, that you are keeping records, and that further steps are possible. Many disputes get resolved at the letter stage precisely because the letter shows you are serious.
A letter also forces clarity. On the phone it is easy to ramble, accept a vague promise, and hang up unsure of what was agreed. On paper you must name the problem, the fix, and the deadline, and the contractor must answer those specifics or visibly dodge them.
Open with the identifying facts: your name and address, the contractor's business name and address, the job address if it differs, the contract or invoice date, and a short description of the work. Then describe the problem in concrete terms: what is wrong, where it is, and when you noticed it. "The bathroom tile is uneven" is weak. "Six tiles along the north wall of the upstairs bathroom are visibly uneven, with gaps of varying width, noticed on the day of the walkthrough" is strong.
State the fix you want and a deadline. "Please re-lay the uneven tiles" plus a date gives the contractor something to act on. A letter that only complains, without asking for a specific remedy, invites a vague reply. If you have already paid in part, say how much and when, and say what payment remains outstanding, so the letter doubles as a payment record.
| Part of the letter | What to write |
|---|---|
| Identification | Your name, contractor name, job address, contract date |
| The problem | Specific defect or unfinished work, with location and date noticed |
| Evidence | Photos taken, dates of visits, names of workers present |
| The fix you want | Repair, completion, or rework, described plainly |
| Deadline | A calendar date for a reply and for the work |
| Next step | What you will do if there is no reply, stated calmly |
Take dated photos of the problem before you write, and mention in the letter that photos exist and can be provided. LetterAgent prints letters only, with no inserts, so photos cannot ride along with a LetterAgent letter; describe them in the letter and offer to send them by email or another method. Keep your own copy of the letter and of every photo, and keep the original contract, invoices, and any change orders together in one file.
Do not send original documents to the contractor. If a document matters, describe it in the letter and offer a copy. Originals stay with you, because a dispute that escalates will need them.
Firm and factual, not angry. Anger in a letter gives the contractor something to react to besides the problem, and it weakens your position if the letter is ever shown to a third party. Stick to what happened, what the contract said, and what you want done. Avoid threats you do not intend to follow through on; a calm statement that you will seek advice or file a complaint if the matter is not resolved carries more weight than a list of dramatic consequences.
One common mistake is mixing several problems into one letter without separating them. If there are three defects, list them as three numbered items, each with its own description and requested fix. A contractor can answer numbered items one by one; a paragraph that blends them invites a reply that addresses only the easiest one.
Yes, whenever the problem involves money, a deadline, or a contract dispute. Proof of delivery removes the "we never got it" defense and starts the clock on your deadline from a known date. In the United States, Certified Mail provides this; in Canada, Registered Mail does. Keep the delivery record with your copy of the letter.
If the contractor replies, keep that reply with the letter. A paper trail that runs both ways is far stronger than a single letter, and it is what mediators, licensing boards, and small claims courts look for first.
Send one follow-up letter, referencing the first by date, and restating the deadline. After that, your options depend on where you live: a complaint to the contractor licensing board, a consumer protection agency, mediation, or a small claims filing. The two letters you already sent become the opening exhibits for any of those routes, which is why the paper trail matters even when the contractor ignores it.
Yes, for contractors in the United States or Canada. Describe the letter to your AI assistant, approve the exact quoted price, and it is printed and mailed. For a dispute letter, ask for the registered option, which adds tracking and proof of delivery, and keep your own copy of the letter text. Remember that LetterAgent prints letters only, so photos and copies of the contract cannot ride along; describe them in the letter and send them separately if needed.
Ready to mail it? Send your letter with LetterAgent: describe it to your AI assistant, approve the exact quoted price, and it is printed and mailed.
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