Guides / Landlord repairs

How to write a letter to your landlord about repairs

A polite but firm written request is often the difference between an ignored text and a repair that actually gets scheduled. It also gives you a dated record if you need to follow up.

1. Document the problem first

• Take dated photos or a short video of the issue
• Note when you first noticed it and any earlier messages you already sent
• Write down how it affects living conditions (no heat, leak, mold, broken lock, pests, and so on)
• Check your lease for repair timelines or notice rules

2. Put the request in writing

Email can work if you keep a copy. A letter (or PDF attached to email) is clearer for serious issues. Include:

• Your full name and the rental address (unit number included)
• The landlord or property manager's name and address
• A clear description of what is broken or unsafe
• When you first reported it, if you already did
• What you want (inspection date, repair schedule, written confirmation)
• A reasonable deadline to respond, such as 7 to 14 days for non-emergencies

Keep the tone factual. Stick to the condition, the impact on habitability, and the fix you are asking for.

3. Send it in a way you can prove

Email with read receipt, certified mail, or the landlord portal all work better than a verbal-only ask. Save photos, the letter, and delivery proof together.

4. If nothing happens

Follow up once in writing. Local housing rules vary on what you can do next (repair-and-deduct, withholding rent, or filing a complaint), and some steps have strict notice requirements. Check your city or state tenant resources, or talk with a local tenants' rights group or attorney before escalating.