What a good record contains
- Facts
- What was smelled, where, when and how strongly
- Context
- HVAC state, weather, activity nearby and prior changes to the space
- Evidence
- Photos, a log, notes of who else noticed
- Request
- A specific action, such as an inspection or a joint walkthrough
Assemble before sending
- A copy of the odor log with dates and times
- Photos of stains, open drains, damp tiles or residue, each dated
- Names of other tenants who noticed the same smell, if they agree to be named
- The relevant lease sections for repairs, HVAC and notices
- Any earlier messages on the same subject
- A short list of what has already been tried
Message outline
| Section | What to write | Tone |
|---|---|---|
| Subject line | Odor in Suite number and short description | Plain |
| Summary | Two sentences on what is happening and since when | Factual |
| Details | Dates, rooms, strength, patterns noticed | Specific |
| Impact | How it affects use of the space, without exaggeration | Measured |
| Request | Inspection, a walkthrough date, or review of building systems | Clear |
| Follow-up | A date by which a reply would be appreciated | Courteous |
Questions to include
- Can the building's mechanical and plumbing drawings be reviewed for this area?
- Is there service history for the rooftop unit and drains serving the suite?
- Have other tenants reported a similar smell?
- Who will coordinate a walkthrough with a tradesperson?
- What is the expected timeline for an initial look?
Timing and follow-up
Timing matters. Sending the message soon after the first noticeable smell shows good faith and gives the landlord the most information to work with. If the smell comes and goes, say so plainly rather than guessing at a cause. Describing the gaps in the pattern is part of an honest record, and it often suggests the next test.
Follow-up is part of documentation too. If the manager replies, keep the reply with the original message. If a walkthrough happens, write a short summary of what was seen and who attended and send it to everyone present. A record kept in this way is useful to the tenant, the landlord and any tradesperson who is brought in later.
Common questions
- Should photos be included in the first message?
- Yes, if they are relevant and dated. They help a manager see the issue without a site visit.
- Does a written complaint start a legal process?
- A routine maintenance request does not. If a notice has lease consequences, check the clause and consider talking with an attorney first.
General information for Westminster, not a quote or professional advice. In an emergency, call 911.