When to Use This Letter
Use this whenever your landlord fails to make needed repairs, such as:
- Broken heating, air conditioning, or plumbing
- Mold, water leaks, or structural damage
- Broken windows, doors, or locks
- Non-functioning appliances provided by the landlord
- Pest infestations or health hazards
- Electrical problems or hazardous wiring
Your landlord has a legal obligation to maintain your unit in habitable condition. Sending a written request creates proof that you asked for the repair. This matters if the landlord ignores you, and you need to pursue other options like repair-and-deduct or withholding rent.
Pro Tips
- Be specific. Don't just say "the sink is broken." Say "the kitchen sink has a persistent leak that drips into the cabinet below, causing water damage and mold."
- Include a deadline. Give your landlord a reasonable timeframe (7-14 days for urgent issues, 30 days for non-urgent). This shows reasonableness and is often required by law.
- Send it in writing. Email is good. Certified mail is better. Verbal requests don't create a record if you need to take further action.
- Take photos. Include photos of the problem with your letter or email. Visual proof helps.
- Know your rights. In many states, if your landlord doesn't repair within the required timeframe, you can repair it yourself and deduct the cost from rent, or break your lease without penalty.
Template Letter
[YOUR NAME]
[YOUR ADDRESS]
[CITY, STATE ZIP CODE]
[YOUR EMAIL]
[YOUR PHONE]
[DATE]
[LANDLORD/PROPERTY MANAGER NAME]
[PROPERTY NAME]
[PROPERTY ADDRESS]
[CITY, STATE ZIP CODE]
Re: Repair Request — [ADDRESS OF YOUR UNIT] — [DATE PROBLEM FIRST REPORTED]
Dear [LANDLORD/MANAGER NAME]:
I am writing to formally request that you make the following necessary repair(s) to my rental unit:
[DESCRIBE THE PROBLEM IN DETAIL. EXAMPLE:
The kitchen sink has a persistent leak that drips into the cabinet below. The leak has been present since [DATE]. Water damage is visible on the cabinet interior and there is visible mold growth. This requires immediate attention.]
This repair is necessary to maintain the habitability of my unit and comply with building codes and health standards. As outlined in my lease and required by law, you are responsible for making this repair at your expense.
I request that you complete this repair within [7-14] days of receiving this letter. If the repair poses a health or safety risk (such as mold, no heat, or broken locks), I expect it to be completed within [48] hours.
Please contact me to schedule access to the unit or let me know your plan for completing this repair. You can reach me at [YOUR PHONE] or [YOUR EMAIL].
I appreciate your prompt attention to this matter.
Sincerely,
[YOUR SIGNATURE]
[YOUR PRINTED NAME]
What to Customize
- [YOUR NAME], [YOUR ADDRESS], etc.: Your contact information.
- [DATE]: Today's date.
- [LANDLORD/PROPERTY MANAGER NAME]: Who you're addressing this to.
- [PROPERTY NAME]: The property management company or individual name.
- [ADDRESS OF YOUR UNIT] — [DATE PROBLEM FIRST REPORTED]: Your specific unit number and when you first noticed the problem.
- [DESCRIBE THE PROBLEM IN DETAIL]: Be specific. Include when it started, what's wrong, and why it matters (health/safety/habitability).
- [7-14] days: Adjust based on urgency. 7 days for urgent issues, 14-30 for non-urgent.
- [48] hours: For emergencies like no heat or mold, request faster service.
Tips for Sending
- Email with read receipt. Send to your landlord's email and request a read receipt. You'll know they got it and when.
- Certified mail with return receipt. This is the gold standard. You have proof they received it.
- Take photos. If you're emailing, attach photos of the problem. If you're mailing, include copies with your letter.
- Keep a copy. Always keep a copy of what you sent, including the date and method of delivery.
- Document the deadline. Make a note of when you gave them the deadline. If they don't respond, this matters for your next step.
- Next steps if ignored. If the repair isn't made within the timeframe, you may have the right to repair-and-deduct (in many states), break your lease, withhold rent (in some states), or file a complaint with housing code enforcement. Check your state's tenant rights for specifics.