Maintenance Requests: How Tenants Should Ask for Repairs in Writing

A written maintenance request creates a record that you reported a problem and when. That record can matter if the issue gets worse or you need to use legal remedies.

What to include

• Your name, address and the date.
• A clear description of the problem and where it is.
• Photos or video.
• Any safety risk, such as no heat, leaks or electrical problems.
• Access times that work for you.

Method

Use the landlord's portal if there is one, or send an email or letter and keep a copy. For serious issues, send a dated letter by a method that proves delivery. Follow lease instructions, since some landlords require a specific form.

If nothing happens

1. Send a follow-up with a reasonable deadline.
2. Check your state's rules on habitability and response times.
3. Contact local code enforcement for serious violations.
4. Ask a tenant organization or legal aid before withholding rent or repairing and deducting, since the rules are strict.

Tips

• Never stop paying rent without checking your state's rules.
• Keep a log of requests and responses.
• Protect yourself from retaliation by documenting dates.

Habitability: the baseline landlords must meet

Most states recognize an implied warranty of habitability in residential leases. It means the landlord must keep the rental fit to live in, with working heat, plumbing, electricity, safe structure and reasonable security. Local housing codes add detailed requirements. Landlords cannot usually waive these duties through the lease, although tenants may be responsible for damage they or their guests cause.

Urgent versus routine repairs

• Urgent: no heat in cold weather, gas leaks, sewage backups, electrical hazards, no running water, serious leaks or structural danger.
• Routine: dripping faucets, minor appliance problems, cosmetic issues.
• For urgent problems, call the landlord or emergency line immediately and follow with a written note.
• For emergencies that threaten safety, call emergency services.

A good written request

1. Date it and include your name, address and phone.
2. Describe the problem clearly and when it started.
3. Attach photos or video.
4. State what you want done and a reasonable timeline.
5. Say when and how the landlord can access the unit.
6. Keep a copy and proof of delivery.

If the landlord does not act

Depending on the state, tenants may have options such as reporting to code enforcement, repair-and-deduct, rent withholding, rent escrow or lease termination for serious violations. Each remedy has strict procedures and risks, and using the wrong one can lead to eviction for nonpayment. Get advice from a tenant organization or legal aid before taking these steps.

Retaliation protections

• Many states prohibit landlords from raising rent, reducing services or evicting tenants for making good-faith repair complaints.
• Keep a record of dates to show timing.
• Some states presume retaliation if action follows soon after a complaint.
• See our guide to retaliation at work for similar concepts in employment.

Terms to know

• Habitability: a rental must be safe and livable.
• Repair and deduct: a tenant fixes a problem and subtracts the cost from rent where the law allows.
• Rent withholding: paying less or nothing until repairs are made, where permitted.
• Rent escrow: paying rent to a court or third party until repairs are made.
• Code enforcement: the local agency that inspects rentals.
• Retaliation: punishing a tenant for asserting rights.

Scenarios

1. The heat fails in January. The tenant calls the emergency line and sends a written request. If no repair, the tenant contacts code enforcement.
2. A slow leak causes mold. Photos and dated requests become evidence.
3. A tenant hires a plumber without notice and deducts the cost. If state law does not allow it, the tenant risks eviction for nonpayment.

Frequently asked questions