Tenant complaint form: keep the facts in one place

A complaint about noise at 2 am arrives as a voice message, a note under the door and an angry text. Three versions of one story. I would rather ask each tenant for the same facts and keep the rows in order.

Who it is for

Landlords, managers and building committees who deal with complaints, and tenants who want to put the facts in writing.

What each question is for

Type and place: sorts the complaint into noise, parking or safety, so the right person reads it.
Date, time and how often: one night is a conversation. Every week is a pattern.
Unit involved: lets you compare complaints about the same home.
Earlier reports and a chat with the neighbour: shows what has been tried.
Evidence link: a recording or photo album, because the form cannot take uploads.
Keep my name private: records the request. You decide what you can promise.

What a tenant's AI would ask

"What kind of problem is it?" Then "When did it last happen?" Then "Have you already spoken to them?" It shows the answers and sends only after a yes. Read about agent-fillable forms.

Before you use it

This is a form, not legal advice. Check your local rules before you act on a complaint. Safety problems still need a phone call to the right service. Find more in forms for landlords. A resident of a managed estate can use the HOA complaint form, and a roommate agreement helps prevent shared-house disputes.

Questions

Can a tenant stay anonymous?

This template asks for a name and has a box to request privacy. The form records the request. Whether you can protect an identity is your call and depends on local rules.

How do I spot repeat problems?

Sort the CSV by unit involved and incident date. Several rows about one unit in a short span show a pattern that needs a formal letter, not another chat.

Can neighbours outside the building use it?

Yes, anyone with the public link can answer. Share it only with the people you want to hear from, such as tenants, owners or nearby residents.

Or paste the JSON

Give this to your AI. It needs the AI Form API MCP server or an API key. It makes the form and sends you the link.

text

Create this form with the AI Form API create_form tool (or POST https://aiformapi.com/v1/forms with my API key). Then reply with the public_url.

{
  "title": "Tell us what is wrong",
  "description": "We read every complaint. Please give dates and details so we can act on them.",
  "fields": [
    {
      "id": "complainant_name",
      "label": "Your name",
      "type": "short_text",
      "required": true,
      "max_length": 120
    },
    {
      "id": "complainant_unit",
      "label": "Your unit or address",
      "type": "short_text",
      "required": true,
      "max_length": 200
    },
    {
      "id": "complainant_phone",
      "label": "Phone",
      "type": "phone"
    },
    {
      "id": "complaint_type",
      "label": "What kind of problem is it?",
      "type": "single_choice",
      "required": true,
      "options": [
        "Noise",
        "Neighbour behaviour",
        "Parking",
        "Smell or smoke",
        "Pests",
        "Shared area left dirty",
        "Safety concern",
        "Something else"
      ]
    },
    {
      "id": "last_incident_date",
      "label": "When did it last happen?",
      "type": "date",
      "required": true
    },
    {
      "id": "time_of_day",
      "label": "Time of day",
      "type": "short_text",
      "max_length": 100
    },
    {
      "id": "where_it_happened",
      "label": "Where in the building or grounds?",
      "type": "short_text",
      "max_length": 200
    },
    {
      "id": "how_often",
      "label": "How often does it happen?",
      "type": "single_choice",
      "options": [
        "Once",
        "A few times",
        "Weekly",
        "Most days"
      ]
    },
    {
      "id": "unit_involved",
      "label": "Unit involved, if you know it",
      "type": "short_text",
      "max_length": 100
    },
    {
      "id": "what_happened",
      "label": "Describe what happened",
      "type": "long_text",
      "required": true,
      "max_length": 3000
    },
    {
      "id": "earlier_report",
      "label": "Have you reported this before?",
      "type": "single_choice",
      "options": [
        "No, this is the first time",
        "Yes, to the manager",
        "Yes, to the authorities"
      ]
    },
    {
      "id": "spoke_to_neighbour",
      "label": "I have already spoken to the person involved",
      "type": "checkbox"
    },
    {
      "id": "evidence_link",
      "label": "Link to a recording or photos",
      "type": "url"
    },
    {
      "id": "keep_name_private",
      "label": "Please keep my name private where possible",
      "type": "checkbox"
    }
  ]
}

Or call the API

bash

curl -X POST https://aiformapi.com/v1/forms \
  -H "Authorization: Bearer $AIFORMAPI_KEY" \
  -H "Content-Type: application/json" \
  -d '{"title":"Tell us what is wrong","description":"We read every complaint. Please give dates and details so we can act on them.","fields":[{"id":"complainant_name","label":"Your name","type":"short_text","required":true,"max_length":120},{"id":"complainant_unit","label":"Your unit or address","type":"short_text","required":true,"max_length":200},{"id":"complainant_phone","label":"Phone","type":"phone"},{"id":"complaint_type","label":"What kind of problem is it?","type":"single_choice","required":true,"options":["Noise","Neighbour behaviour","Parking","Smell or smoke","Pests","Shared area left dirty","Safety concern","Something else"]},{"id":"last_incident_date","label":"When did it last happen?","type":"date","required":true},{"id":"time_of_day","label":"Time of day","type":"short_text","max_length":100},{"id":"where_it_happened","label":"Where in the building or grounds?","type":"short_text","max_length":200},{"id":"how_often","label":"How often does it happen?","type":"single_choice","options":["Once","A few times","Weekly","Most days"]},{"id":"unit_involved","label":"Unit involved, if you know it","type":"short_text","max_length":100},{"id":"what_happened","label":"Describe what happened","type":"long_text","required":true,"max_length":3000},{"id":"earlier_report","label":"Have you reported this before?","type":"single_choice","options":["No, this is the first time","Yes, to the manager","Yes, to the authorities"]},{"id":"spoke_to_neighbour","label":"I have already spoken to the person involved","type":"checkbox"},{"id":"evidence_link","label":"Link to a recording or photos","type":"url"},{"id":"keep_name_private","label":"Please keep my name private where possible","type":"checkbox"}]}'

JSON definition

json

{
  "title": "Tell us what is wrong",
  "description": "We read every complaint. Please give dates and details so we can act on them.",
  "fields": [
    {
      "id": "complainant_name",
      "label": "Your name",
      "type": "short_text",
      "required": true,
      "max_length": 120
    },
    {
      "id": "complainant_unit",
      "label": "Your unit or address",
      "type": "short_text",
      "required": true,
      "max_length": 200
    },
    {
      "id": "complainant_phone",
      "label": "Phone",
      "type": "phone"
    },
    {
      "id": "complaint_type",
      "label": "What kind of problem is it?",
      "type": "single_choice",
      "required": true,
      "options": [
        "Noise",
        "Neighbour behaviour",
        "Parking",
        "Smell or smoke",
        "Pests",
        "Shared area left dirty",
        "Safety concern",
        "Something else"
      ]
    },
    {
      "id": "last_incident_date",
      "label": "When did it last happen?",
      "type": "date",
      "required": true
    },
    {
      "id": "time_of_day",
      "label": "Time of day",
      "type": "short_text",
      "max_length": 100
    },
    {
      "id": "where_it_happened",
      "label": "Where in the building or grounds?",
      "type": "short_text",
      "max_length": 200
    },
    {
      "id": "how_often",
      "label": "How often does it happen?",
      "type": "single_choice",
      "options": [
        "Once",
        "A few times",
        "Weekly",
        "Most days"
      ]
    },
    {
      "id": "unit_involved",
      "label": "Unit involved, if you know it",
      "type": "short_text",
      "max_length": 100
    },
    {
      "id": "what_happened",
      "label": "Describe what happened",
      "type": "long_text",
      "required": true,
      "max_length": 3000
    },
    {
      "id": "earlier_report",
      "label": "Have you reported this before?",
      "type": "single_choice",
      "options": [
        "No, this is the first time",
        "Yes, to the manager",
        "Yes, to the authorities"
      ]
    },
    {
      "id": "spoke_to_neighbour",
      "label": "I have already spoken to the person involved",
      "type": "checkbox"
    },
    {
      "id": "evidence_link",
      "label": "Link to a recording or photos",
      "type": "url"
    },
    {
      "id": "keep_name_private",
      "label": "Please keep my name private where possible",
      "type": "checkbox"
    }
  ]
}

Tenant complaint form that turns shouting into a record