How to Write a Repair Request to Your Landlord

When something goes wrong in your rented home, reporting it verbally may not be enough. Putting your repair request to your landlord or letting agent in writing creates a clear record of what you reported, when you reported it and what action you asked them to take.

What should a tenant repair request include?

A clear repair request should include:

• The full property address
• A straightforward description of the repair problem
• The date you first noticed the issue
• How the problem is affecting your use of the property
• Photographs or other evidence where appropriate
• A request for confirmation of when the problem will be inspected and repaired
• A reasonable timeframe for a response

Keep a copy of the email, along with photographs and any replies you receive.

Why reporting repairs in writing matters

Written communication can become particularly important if the repair isn't dealt with and you later need to follow it up.

For example, if you've repeatedly reported a problem by telephone but have no written record, it may be more difficult to demonstrate exactly when the landlord or agent was first made aware of it.

A dated email gives you a much clearer paper trail.

What if your landlord doesn't respond?

If the problem remains unresolved, follow up in writing and refer back to your original repair request and the date it was sent.

Keep records of subsequent emails, photographs and any changes in the condition of the property. Depending on the circumstances, you may also need to seek appropriate housing advice or contact the relevant local authority service.

Need help wording your repair request?

The Tenant Toolkit – England Edition includes a ready-to-adapt Repair Request email template, together with a separate Formal Follow-Up on Repairs template for situations where the original report hasn't resolved the problem.

The Toolkit also contains practical guidance and templates covering other common tenancy situations, helping tenants communicate clearly and keep better records when problems arise.

This article is for general information only and does not constitute legal advice.