RENTING 101: Repair Request Template

As a tenant, it’s important to ensure that your living space is safe and well-maintained, especially when you have children. If something breaks or requires attention in your home—whether it’s a leaky faucet, a broken appliance, or a heating issue—it’s crucial to address it quickly and properly. This Repair Request Template will help you clearly and professionally communicate your maintenance needs to your landlord or property manager, ensuring timely repairs and a safe environment for your family. 

REPAIR REQUEST GUIDE:

(view the full guide from the Tenant’s Right Handbook here)

1. Always Provide Notice. You must provide notice of the problem to the person to whom you pay rent. Phoning is usually the fastest way, but you should also provide the notice in writing and keep a copy for yourself as proof. Be sure to date the notice. Many leases require that all requests for repair be in writing. If you mail your rent payments, you can mail the notice to the same address. Sending the notice by certified mail provides the best proof that it has been received.

   
   

2. Pay Your Rent. The landlord is not obligated to make repairs required by state law unless you are current on your rent. You must perform your obligation to pay rent or you cannot force the land- lord to perform his or her obligation to repair. Your rent must be current at the time you provide the first notice; otherwise, that notice may not have any legal effect.

   
   

3. Give Your Landlord a Reasonable Time to Make the Repairs. Your landlord has a “reasonable time” to repair the problem after receiving your initial notice. The length of time considered reasonable will depend on the circumstances, although the law presumes that seven days is a reasonable time. The nature of the problem and the reasonable availability of material, labor, and utilities are all factors that will be taken into consideration in determining how much time is reasonable. During this time, the landlord must make a diligent effort to repair the problem. For broken water pipes or sewage blockages, the reason- able time may be much shorter than seven days. For small roof leaks, a reasonable time may be longer.

   
   

4. It May be Wise to Call a City Inspector. If the landlord has had a reasonable time to fix the problem and has not done so, you may decide to call the appropriate city or county inspector (housing, health, or fire). This may put additional pressure on the landlord if the condition violates local ordinances. The inspector may also help you decide if the problem affects your health or safety. Obtain a written report and the name of your inspector.

   
   

5. Provide a Second Notice and Request Explanation. After the landlord has had a reasonable time to repair the condition following your initial notice, you must send a second written notice to repair or remedy the condition. You do not have to send a second notice if you sent the first notice by certified mail, return receipt requested. You should ask the landlord in this second notice for an explanation for any delay, because if she does not respond, you will have an easier case to prove if you go to court. It is a good idea to send this notice by certified mail to prove it was received by the landlord. Remember to save a copy of your notice. The notice should say that it is your second written notice, that you are requesting an explanation, and it MUST explain what you plan to do if the landlord does not repair the condition. You have three basic alternatives: (1) terminate the lease; (2) repair and deduct the amount from your rent (this is a tricky alternative, see below); or (3) file a lawsuit seeking an order directing repairs, damages, etc. It may be a good idea to list all the alternatives in your sec ond notice and decide later which ones you will use. You should also consider involving other tenants, city officials, and the media.

   
   

6. Tenant Remedies. If the landlord has clearly had a reasonable amount of time to repair the condition (usually seven days) and has failed to make a diligent effort to remedy the problem and you have properly followed the procedures above, you may be able to exercise one or more of the alternatives listed in your notice: (1) terminate the lease and move out; (2) have the problem repaired yourself and deduct the amount spent from your rent, but only if you follow ALL of the procedures mentioned below; and/or (3) sue the landlord for failing to repair.

   
   

   WARNING:  The information provided on this website is intended for general informational purposes only and is not intended to serve as legal advice. While we strive to offer helpful guidance on tenant and landlord rights and responsibilities, this website does not make you an expert in landlord-tenant law. If you are considering actions such as terminating your lease, withholding rent, repairing and deducting costs, using your deposit for rent, or taking legal action against your landlord, we strongly recommend consulting with an attorney or tenant association to ensure all legal requirements are met. Please note that the information provided here may not address every situation, and interpretations of laws can change over time. The outcome of legal actions may also depend on specific circumstances. Taking improper action could expose you to potential damages and attorney fees from your landlord. Additionally, even if you take legally justified action, practical challenges may arise, such as landlords withholding deposits or reporting to credit agencies. Although these actions may later be deemed unlawful, resolving such issues may require significant effort on your part.

   
   

   For personalized legal advice, always seek the guidance of a qualified professional.

   
   

REPAIR REQUEST TEMPLATE

[Your Name]

[Your Address]

[City, State, ZIP Code]

[Phone Number]

[Email Address]

[Date]

[Landlord’s Name]

[Landlord’s Address]

[City, State, ZIP Code]

Subject: Request for Repairs

Dear [Landlord’s Name],

I hope this message finds you well. I am writing to formally request repairs to the property at [address]. There are several issues that need attention, and I believe they fall under your responsibility as outlined in the lease agreement.

Specifically, the following repairs are needed:

• [Description of the problem, e.g., leaking faucet in the kitchen]

• [Description of additional issues, if applicable, e.g., broken heating system, faulty electrical outlets, etc.]

  
  

Please let me know when you plan to address these issues or if you require additional information from my side. I would appreciate it if repairs could be completed within a reasonable time frame, as the condition of the property affects my ability to live here comfortably.

Thank you for your attention to this matter. I look forward to your prompt response.

Sincerely,

[Your Full Name]

This Repair Request Template is a simple, straightforward tool that empowers you to communicate effectively with your landlord. Use it to document any maintenance issues, from broken appliances to safety concerns, and send it to your landlord or property management company. By using this template, you'll be able to track requests, keep communication clear and professional, and ensure that your living space remains in good condition for you and your family. Always keep a copy of your request for reference, and don’t hesitate to follow up if repairs aren’t addressed in a timely manner.