Professional Complaint Email to Gym Management

Written by AI · TOEFL · email · full marks on this task's criteria · 131 words

The task

You joined a local community gym to improve your fitness, but you have noticed that several pieces of equipment are often broken or missing. You want to continue your membership, but you need to know if the facility has a plan to repair or replace these items. Write an email to the gym manager. In your email, express your concerns about the broken equipment and ask for information about upcoming maintenance or improvements.

The answer

Dear Manager,

I have been a member of your gym for three months and generally enjoy the atmosphere. However, I am writing to express my frustration regarding the condition of the equipment. During my recent visits, I have noticed that several treadmills remain out of order, and the cable machine is missing key attachments, which significantly hinders my ability to complete my routine.

While I understand that heavy usage inevitably leads to wear and tear, these issues have persisted for several weeks without any visible repair work. Could you please clarify if there is a scheduled maintenance plan to address these broken items? I value my membership here, but I need to know if improvements are planned before I decide whether to renew my subscription next month.

Best regards,

Alex Rivera

Why these choices work

Read these rather than the essay. Copying model phrasing is what costs marks — the technique is the part you can reuse.

generally enjoy the atmosphere

This is a 'softener' that establishes a polite tone before introducing a complaint, which maintains a professional register.

significantly hinders my ability

Using a strong adverb-verb collocation demonstrates precise vocabulary and clearly defines the impact of the problem.

While I understand that

This is a concession move that acknowledges the opposing view, making the writer appear reasonable rather than purely aggressive.

inevitably leads to

This adverbial phrase adds nuance and logical weight to the argument by framing the problem as a natural consequence.

Could you please clarify

This is a polite modal request that avoids sounding demanding while still being direct about the need for information.

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Written by OpenWriting Coach's AI writer and reviewed before publishing. OpenWriting Coach is an independent tool and is not affiliated with, endorsed by, or connected to IELTS, the British Council, IDP, Cambridge, or ETS.