A Sample Letter for Requesting Repairs and Maintenance

By: ROS Team

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Let’s face it: no apartment is perfect. There will be issues that surface during an inspection that will require attention from landlords. There will also be issues that come up after the initial inspection when the tenant moves in like blocked sewage pipes or leaking drains.

Landlords are often more than willing to fix any problem that arises in the apartment. A better approach is to explicitly state the terms and conditions of such repairs in the lease.

What Goes in the Letter?

When writing a letter to your landlord for repairs, remember that this document will serve as the formal written understanding between you and the landlord about how he or she will handle property maintenance during your lease term. No matter how minor the issue, documenting what will be handled and by whom is the first step to take.

Why is a Letter to the Landlord Important?

One of the main advantages of being a tenant is that landlords are legally responsible for providing a habitable environment. In other words, a place where their tenants can expect reasonable access to electricity and clean water.

If you think any of your tenants’ rights have been violated, you can send a letter to the landlord requesting that your apartment receive the repairs necessary to meet reasonable living standards. It’s also reasonable to ask the landlord to repair any wear and tear that negatively impacts living in the apartment unit. It is better to request the landlord’s help with the situation rather than worsening the damage and being liable for repairing the issue later.

Reasons to Write a Maintenance Request

Some of the reasons you should consider writing a letter to the landlord with your maintenance request include:
It helps landlords prioritize the issue; and
It documents exactly when you raised the issue and what the issue was.

Who is the ‘Right’ Person to Request Maintenance

The point of contact for addressing maintenance requests varies. Some apartment complexes utilize an automatic online system for managing maintenance complaints, while others may ask tenants to report maintenance requests in person at the apartment’s business office.

As soon as you discover an issue, be sure to notify the designated point of contact. If you make the initial report verbally, be sure to follow up with a written request.

Letter Template

The following is a sample letter you can use to reach out to your landlord to request repairs. Feel free to customize as necessary to fit your situation.

[Tenant’s Name]
[Address (House no., Street no.)]
[City, State]
[Date]
[Landlord’s Name]
[Address (house no., street no.)]
[City, State]

Dear [Landlord’s Name]:

I am writing this letter to request a repair at my apartment. The lock on the main door is broken, which poses a significant security concern. Also, the tiles on the kitchen floor have become loose, which has caused many cracks in the floor.

On [date], I informed building management about the issue and now I’m following up by writing to you.

I earnestly request that these issues be resolved as soon as possible. If you have any questions regarding the issue, you can contact me at [email] and [ contact number]. Please let me know before you send someone for the repair so I can be sure I’m home when the maintenance person arrives.

Thanks for your prompt attention to this matter.
Sincerely,

[Tenant’s Name]

Emergency Repairs

If you are facing an emergency like a broken pipe that is causing your apartment to flood, you won’t be in a position to wait for the landlord to respond. In that case, look for the property’s emergency maintenance number and get the issue fixed right away. You should keep the emergency maintenance number in a place where it’s easy to find.

Conclusion:

Writing a letter to the landlord for repairs is the most effective way to deal with any issue arising at the property. It not only helps landlords execute their maintenance plan but also serves as evidence that you raised a complaint and when.

Related Article:

Complete Guide to Writing a New Landlord Letter
Landlord VS Tenant: Who is Responsible for Cleaning