In most cases, the person in charge of overseeing the facilities may not be personally responsible for the damage or decrepit condition of the equipment or facility which is the subject of the complaint.

Nonetheless, a firm, direct, and courteous letter may be a good first step to enlist cooperation, and bring the matter to the attention of people who can get the problem solved. Here’s a sample letter of complaint for poor facilities or equipment, that points out pertinent details about the situation directly from the person filing the complaint:

SAMPLE

December 2, 2010

Mr. Jason Smith
Gym Manager
Eclipse Fitness Center
250 South West Main Street
Chicago, IL 65432

Dear Mr. Smith:

I became a member of Eclipse Fitness Center on June 15 of this year. Over the last six months, I have found the overall gym cleanliness and the good working condition of equipment as highly satisfactory. In recent weeks, though, I have noted that some of the equipment have not performed accordingly.

An example is the treadmill, which has been making squeaky noises when in use. While there is a general announcement for gym members to keep the gym equipment clean following use, I believe the housekeeping or maintenance team can take measures to prevent certain equipment, like the treadmill, from damage and malfunction.

I also wish to take this opportunity to inform you that on several occasions, I have found cockroaches in the locker room.

It is my hope that you will be able to address these concerns at the soonest possible time. I am considering to leave for another fitness center, especially if these issues are not resolved in the next couple of weeks. I may be at 312-555-7888.

Sincerely Yours,

Daniel Gregory

Chambers Corporation agrees to provide maintenance service
including up to two maintenance calls annually and interim
calls as required at the installation address specified a
above on the equipment listed. All charges specified are
those currently in effect and are subject to change only at
the time of subsequent annual renewal. If the charges are
increased, the customer may, as of the effective date of
such increase, terminate this Agreement by written notice
to Chambers Corporation. Otherwise, the new charges shall
become effective upon the date specified in the renewal
invoice. This Agreement is limited to equipment regularly
operated during a single eight hour shift per day, and all
Chambers Corporation calls hereunder are restricted to the
normal working hours of Chambers Corporation. To cover
increased maintenance costs, if any piece of equipment is
regularly operated during more than one eight hour shift
per day, an increase in Annual Rate will apply as follows:

Two Shifts 50% Three Shifts 100%.

All service commenced outside of Chambers Corporation’s
normal working hours will be charged at published rates
for service time and expense only.

The following services are included:
(fill in services here)

Optimum performance of the equipment covered by this
Agreement can be expected only if supplies provided by,
or meeting the specifications of Chambers Corporation
are used. Chambers Corporation shall have full and free
access to the equipment to provide service thereon. If
persons other than Chambers Corporation’s representatives
perform maintenance or repairs, and as a result further
work is required by Chambers Corporation to restore the
equipment to operating condition, such repairs will be
billed at Chambers Corporation’s published time and
material rates then in effect.

For service as specified above on the equipment listed,
the undersigned agrees to pay in advance the total annual
charge specified below to Chambers Corporation, in
accordance with the terms specified on the face of the
invoice.

Continuation of 5060

There shall be added to the charges provided for in this
Agreement amounts equal to any taxes, however designated,
levied or based on such charges or on this Agreement, or
on the services rendered or parts supplied pursuant hereto,
including State and Local privilege or excise taxes based
on gross revenue, and any taxes or amounts in lieu thereof
paid or payable by Chambers Corporation in respect of the
foregoing, exclusive, however, of taxes based on net income.
The undersigned represents that he is the Owner of the
equipment, or that he has the Owner’s authority to enter
into this agreement.
This Agreement is subject to acceptance by Chambers
Corporation, at its Home Office. It takes effect on the
date written above and continues in effect for one year
and will remain in force thereafter, with automatic annual
renewal at then prevailing rates, until canceled in writing
by either party. If canceled, the unearned portion of any
advance payment will be credited to the customer.

Date ______________ ______________________
By ______________________
Date ______________ ______________________
By ______________________

Earliest Customer Acceptance Date_____________
Equipment Purchase Order Required Yes, if yes complete below:
Equipment Purchase Order No:_____________From_______To_________
CCP Special Reference Number_______________________
Customer Authorizes Initial Supplies: Yes: No
Supply Purchase Order No:__________Supply Agreement No:________
Supply Purchase Order: Not necessary Attached To Follow
Acceptance of this agreement is contingent upon review and
approval of Chambers Corporation’s Credit Department.

This Agreement shall terminate in the event that Customer
makes an assignment for the benefit of creditors, or a
voluntary or involuntary petition is filed by or against
the Customer under any law having for its purpose the
adjudication of Customer as bankrupt or the reorganization
of Customer or may be cancelled by Chambers without notice
should Customer default in the payment of any money due
hereunder.

____________________ ___________________
Customer’s Signature Chambers Corporation
By:_________________ By________________Date_____
Title_______________ Title_________Branch_______