How to write a repair request to your landlord

A clear, dated, written request is the best start to getting something fixed, and it protects you if the problem gets worse. Here is what to put in it, and a template to copy.

Updated October 19, 2026. General information, not legal advice. Rules about rentals differ by state, province and city, so check yours.

Walk the whole place and photograph it as it is. This clip: the side of a house after a branch came down.

What a good repair request includes

Your name and address, including your unit number.
The date you are writing.
What is wrong and where, in plain words.
When you first noticed it, and whether it is getting worse.
Photos attached, with the date they were taken.
What you are asking for, and a reasonable time frame.
How to reach you and when someone can come in.

A simple template

Date: [today's date]
To: [landlord or property manager]
Subject: Repair request for [unit and address]
Hello,
I am writing to tell you about [problem] in [room]. I first noticed it on [date]. [It has / has not] gotten worse since. I have attached photos taken on [date].
Could you please arrange a repair, or tell me when someone can look at it? I am available [days and times]. You can reach me at [phone or email].
Thank you,
[name]

Send it in a way that leaves a record

Email or a message through your landlord's portal leaves a dated record. If your lease says repairs must be requested in a particular way, follow that, and keep a copy of what you sent. Send follow-ups in the same thread.

Safety problems are different

For an active leak, spreading mold, an electrical problem or a gas smell, do not wait for a letter. Get safe first. See what to do about a leak, mold, gas smell or electrical problems, then write to your landlord the same day.

Keep a running file

Keep the photos, your message, the reply and the date of the repair together. If you ever dispute a charge, this is the proof of when you reported it. See how to document damage in a rental.

In Dingkeep. Dingkeep writes this for you. Photograph the problem and tap It showed up for a short, dated note to your landlord. Tap I need it fixed to see whose job it usually is and what to do next.

Dingkeep: Renter Photo Record. iPhone, United States and Canada.

Questions renters ask

Is an email enough for a repair request?

Often yes, because it is dated and you keep a copy. Your lease or local rules may ask for a particular method, so check them.

How long should I wait before following up?

Give a reasonable time for the kind of problem. For anything that affects safety, follow up the same day.

Should I fix it myself and send the bill?

Not without checking your lease and local rules first. Some places have strict steps for that, and doing it wrong can cost you.