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A Road Damage Complaint Letter is a formal document used across Canadian jurisdictions when vehicles or property suffer damage due to poor road conditions or maintenance issues. This document type is essential when seeking compensation from municipal or provincial authorities and serves as the initial step in the claims process. It should be submitted promptly after the incident, typically within the limitation period specified by provincial law (usually between 10 days to 2 years, depending on the jurisdiction). The letter must include specific details about the incident, photographic evidence, repair estimates, and any relevant witness statements. It's particularly important to demonstrate that the authority had actual or constructive notice of the road condition and failed to address it within reasonable maintenance standards. The document is commonly used for pothole damage, construction-related incidents, or other road maintenance issues.

1. Sender's Contact Information: Full name, address, phone number, and email of the person filing the complaint

2. Recipient's Information: Name, title, and address of the relevant municipal authority or department

3. Date: Date when the letter is written

4. Subject Line: Clear indication that this is a road damage complaint with any relevant reference numbers

5. Incident Details: Specific date, time, and location of the incident that caused the damage

6. Damage Description: Detailed description of the damage sustained to the vehicle or property

7. Financial Impact: Itemized list of repair costs and other related expenses

8. Legal Basis: Reference to relevant municipal obligations and maintenance standards

9. Request for Action: Specific request for compensation or corrective action

10. Closing: Professional closing with signature and contact information