Letter templates for everyday problems
Polite, plain letters you can copy and fill in. Rights and deadlines are different in every country, so these don't quote laws, except the one marked UK, which uses a well-known UK consumer right. If you need to know where you stand, a free advice service where you live can tell you. Or ask Alice to make the letter fit your situation.
Asking your landlord for a repair
Something in your home is broken, such as the boiler, a leak, a window or the heating, and you need it fixed.
Dear [Landlord's name], I'm writing about a problem at [address]. Since [date], [describe the problem, e.g. the boiler has not worked and there is no heating or hot water]. Could you please arrange for it to be repaired, and let me know when someone will come? I'm happy to arrange access at a time that suits. Thank you, [Your name] [Your phone number]
- Send it in writing (email or text is fine) and keep a copy.
- Add photos if they help, and note the dates of any earlier calls.
- If nothing happens, a free housing advice service where you live can tell you what to do next.
A complaint asking for a refund
Something you bought is faulty, didn't arrive or wasn't as described.
Dear [Company name] customer service, On [date] I bought [item or service] (order number [order number]) for [price]. [Describe the problem, e.g. it stopped working after two days / it has not arrived / it is not as described]. I'd like [a refund / a replacement / a repair]. Please reply by [a date about 14 days away] to let me know how you'll put this right. Thank you, [Your name]
- Stick to the facts: what you bought, when, what went wrong, and what you want.
- Keep receipts, order emails and photos together.
- If they don't sort it, a consumer advice service where you live can explain your options.
Cancelling a gym membership
You want to end your gym membership and stop the payments.
Dear [Gym name] membership team, Membership number: [your membership number] I'm writing to cancel my membership, in line with the notice period in my agreement. Please confirm in writing the date my membership ends and the date of the last payment you'll take. Please also cancel any Direct Debit or recurring card payment for this membership after that date. Thank you, [Your name]
- Check your agreement for the notice period and how they accept cancellations (email, in the app, in person or by post).
- Send it in a way you can prove, keep a copy, and ask for confirmation.
- After the last payment, check your bank statement to make sure the payments have stopped.
Cancelling a subscription or contract
You want to cancel a subscription, such as streaming, a box delivery, software or a membership, and stop being charged.
Dear [Company name], Account or customer number: [your account or customer number] Please cancel my [name of the subscription or plan] from [the end of the current billing period / date], and stop all further payments. Please confirm the cancellation in writing, with the date it takes effect and the date of the final charge. Thank you, [Your name]
- Most subscriptions can be cancelled in your account settings on the company's own website or app: try that first, and screenshot the confirmation.
- If there's a minimum term, check what the agreement says about ending it early.
- Never put card details or passwords in a cancellation message, and check your bank statement afterwards.
Faulty goods: asking for a refund (UK)
Something you bought in the UK is faulty, and you want your money back. Under the Consumer Rights Act 2015, you can usually reject faulty goods for a full refund within 30 days of getting them.
Dear [Shop or company name], Order number: [order number] On [date] I bought [item] for [price], and it was delivered on [date]. It is faulty: [describe the fault, e.g. it stopped working after two days]. Under the Consumer Rights Act 2015, goods must be of satisfactory quality and fit for purpose. As it is within 30 days of delivery, I am rejecting the item and asking for a full refund to my original payment method. Please reply by [a date about 14 days away] to confirm the refund and how you'd like the item returned. Yours faithfully, [Your name]
- The 30 days start when you get the item. After 30 days the shop usually gets one chance to repair or replace it first.
- Keep the item, the receipt or order email, and photos of the fault.
- Citizens Advice can explain your rights for your exact situation, including services and digital content.
Telling your employer you're off sick
You're too unwell to work today.
Hi [Manager's name], I'm sorry, but I'm unwell and won't be able to come in today. I'll let you know by [time] tomorrow how I'm doing. [Optional: Here's what needs covering: …] Thanks, [Your name]
- You don't have to share medical details. "Unwell" is enough.
- Check your contract or staff handbook for how and when to report sickness.
- Send it as early as you can.
Asking for more time to pay
You can't pay a bill or a debt in full right now and want to agree a payment plan.
Dear [Company name], Account reference: [only the reference they gave you, not bank or card numbers] I'm writing because I can't pay the full amount right now. [Briefly say why, e.g. my hours at work have been cut.] I can afford to pay [amount] each [week / month] starting on [date]. Could we agree a payment plan on that basis, and could you please put any further action on hold while we do? Thank you, [Your name]
- Only offer what you can really afford after rent, food and bills.
- Keep a copy of what you send and anything they agree.
- A free debt advice service where you live can help, and you never have to pay for debt advice.
Asking for a reference
You're applying for a job or a home and need someone to vouch for you.
Dear [Name], I hope you're well. I'm applying for [role or place] with [organisation], and I'd be very grateful if you'd be willing to act as a referee. We worked together at [place] from [dates], where I [one line about what you did]. If you're happy to, they may contact you at [email] around [time frame]. Please let me know if you'd rather not. I completely understand. Thank you, [Your name]
- Ask before you give anyone's details to an employer or landlord.
- Remind them what you did together. It makes their job easier.
- Say thank you afterwards, whatever happens.
Make it yours with Alice
Tell Alice what happened and she'll write the letter for you, in the tone you want. Leave out bank and card numbers. She never needs them.
General templates, not legal advice. Check your contract or agreement, and get free advice where you live if you're unsure of your rights.