How to Request Repairs From a Landlord in Writing

The bathroom fan stopped working in March, you mentioned it to the landlord in the hallway, and it is now October with black mould spreading along the ceiling. If you need to request repairs from a landlord and actually get them done, the way you ask matters almost as much as what is broken.

A clear written request creates a record, starts the legal clock in most places, and makes it much harder to ignore you. Below is the process I recommend to tenants, the timelines that typically apply, and what to do when nothing happens.

What your landlord is responsible for fixing

Most tenancy laws in the US, UK and similar systems include an implied duty to keep a rental fit to live in. The exact wording varies, but the core items are consistent:

Heating and hot water
Plumbing, drains and toilets
Electrical wiring and fixed appliances supplied with the property
Roof, walls, windows and external doors
Gas safety and smoke or carbon monoxide alarms
Damp and mould caused by building defects rather than lifestyle

Your lease may add more, for example appliances such as dishwashers or a garden that the landlord agreed to maintain. It may also shift minor items to you, like replacing light bulbs or batteries. Read the repairs clause before you write, because quoting it back makes your request far stronger. If you have not reviewed the lease closely, the guide on reading a lease before you sign explains where these clauses usually hide.

Damage you or a guest caused is normally your cost, even if the landlord arranges the work. If you are unsure which side of the line a problem falls on, report it anyway and say you are happy to discuss responsibility once someone has looked at it. A delay while you argue about fault usually makes the damage, and the bill, bigger for both of you.

How to request repairs from a landlord in writing

A verbal mention is not a repair request in any meaningful sense. It cannot be proved, and it rarely triggers the deadlines that protect tenants. Put it in writing every time.

Email is usually fine and easy to prove. If your lease names a specific address for notices, or your landlord has a tenant portal, use that as well. For serious issues, a letter sent with proof of posting adds weight.

A good request has five parts:

Your name, address and the date.
What is wrong, in plain words. "The boiler shows error code F28 and there has been no heating or hot water since 6 November."
When it started and how it affects you. Mention children, health conditions or safety concerns.
Evidence. Attach two or three dated photos or a short video.
A reasonable deadline and access details. "Please confirm by 15 November when an engineer can attend. I am available weekday mornings."

Keep the tone neutral. An angry message gives the landlord something to reply to other than the repair. A calm, specific one leaves them only the repair.

A short template

Dear Ms Patel, I am writing to report that the kitchen tap at Flat 3, 18 Elm Road has been leaking continuously since 2 November, and water is now pooling inside the cabinet below. Photos are attached. Under clause 7 of our tenancy agreement, repairs to plumbing are the landlord's responsibility. Please let me know by 9 November when a plumber can visit. I can provide access on any weekday after 4pm. Kind regards, Sam Ortiz

Reasonable timelines for common repairs

Few laws give exact deadlines for every repair, but there is a broad consensus on what counts as reasonable. These are typical expectations, not legal guarantees:

Problem	Typical response
Gas leak, no heating in winter, total power loss, major flooding	Within 24 hours
Broken boiler outside winter, toilet not working with no second toilet, insecure front door	Within 3 to 5 days
Leaking tap, broken extractor fan, faulty oven	Within 2 to 4 weeks
Cosmetic issues such as worn carpet or loose trim	At the landlord's discretion

Some jurisdictions set specific limits. Several US states give landlords 14 to 30 days after written notice for non urgent repairs, and newer UK rules for damp and mould set fixed investigation periods in social housing. Check your local tenant rights office for the exact numbers where you live.

The advice to withhold rent is usually wrong

You will see tenants online recommending that you simply stop paying rent until the repair is done. It feels fair. In most places it is risky.

Unless your state or country has a specific legal procedure for rent withholding or "repair and deduct", unpaid rent is just arrears. It gives the landlord grounds to start eviction, and suddenly the conversation is about the money you owe rather than the mould on the ceiling. Even where withholding is legal, it usually requires steps like paying into an escrow account or giving formal notice first.

Keep paying, keep the record, and escalate through the proper channels instead. Your position is strongest when you have done everything right and the landlord has not.

What to do if the landlord ignores you

If the deadline passes with no response, follow a clear sequence:

Send a follow up in writing referring to your first request by date. Give a final, short deadline, such as 7 days.
Contact your local housing or code enforcement office. An inspector can visit and issue a notice the landlord must act on. This is free in most areas.
Get advice from a tenant union or legal aid service before taking any step that touches your rent.
Consider small claims court for compensation if you lost belongings or had to pay for temporary heating, for example.

Many places also protect tenants from retaliatory eviction for six months or more after a genuine repair complaint. That protection usually depends on the complaint being in writing, which is one more reason the email matters.

If a repair dispute pushes you toward leaving altogether, read up on breaking a lease early without paying for the whole term before giving notice, and keep every repair record for your security deposit return at move out.

Frequently asked questions

How long does a landlord have to make repairs?

It depends on the issue and where you live. Emergencies such as gas leaks or no heat in winter should be addressed within 24 hours, while minor repairs often have 14 to 30 days. Your local housing authority can confirm the exact rules.

Can I fix something myself and deduct it from rent?

Only if your local law specifically allows "repair and deduct", and usually only after written notice and a waiting period. Many places cap the amount, often at one month's rent. Doing it without that legal basis can put you in arrears.

Should I text or email my landlord about repairs?

Email is better because it is easy to save, date and print. A text message is better than nothing, but follow it up with an email or letter. If your lease names a specific notice method, use that too.