Writing a maintenance request sounds easy, but there are several factors to consider, especially for renters living in a property with a private owner. Although it’s common, requesting maintenance isn’t as easy as logging onto an online portal, leaving renters with many questions. Is it something that can wait a few days or is it an emergency? For non-emergencies, how much information should you include in your request letter?
For emergencies, write the maintenance letter later and call the emergency number immediately. If it’s not an emergency, this is when your detailed letter will come in handy. By following a few guidelines and using the example maintenance request letter down below, your maintenance request issues should be solved.
When to Submit a Maintenance Request
As soon as an issue occurs, it’s time to ask for maintenance. Before you contact maintenance, make sure the issue is something the landlord needs to address. Simple repairs, like replacing a lightbulb or tightening a cabinet knob, are most likely things you can do yourself. Check your lease because some landlords will state what maintenance repairs you need to take care of on your own. That being said, if you have any doubt about whether or not you can successfully complete a repair, call for maintenance. For example, if the lightbulb is in a high ceiling or unreachable, you shouldn’t be required to change it.
Failing to complete a repair and making the problem worse will make you liable for the cost of the repair. It should be outlined in your lease, but most landlords will charge you for issues that are directly caused by you. For example, if you pour grease down the drain and it clogs up the pipes, you would be responsible for the cost. Whether you caused the problem or not, waiting to contact maintenance will make the problem worse and incur a larger cost.
Again, emergencies can’t wait. Something like a water heater burst needs to be fixed as soon as possible even if it’s during the middle of the night. Your landlord should provide you with an emergency maintenance number that you can contact 24/7. In these rare cases, you can document the incident and repair after you contact the emergency line. If the emergency is a fire or anything you feel could injure you or someone else, get out of the house and contact 911 immediately.
Why You Should Submit a Request for Maintenance in Writing
Even if you’re friendly with your landlord and verbally told them about a maintenance issue, following up with a written request is very important.
First, it protects you from becoming liable for issues that you didn’t cause. It proves that you made your landlord aware of a problem on a specific date. This way if your landlord tries to make deductions to your security deposit for an issue you didn’t cause, you have documented proof. Also, if your landlord fails to make a repair and you need to take your case to court, you have evidence of when and how many times your landlord was made aware of the problem.
Along with protecting yourself, documenting maintenance helps your landlord remember to fix the problem. If you mention something to them in passing, they are likely to forget. Writing out a request provides a tangible reminder.
What to Include in a Maintenance Request Letter
Your letter should be professional. Maintenance issues, especially if it’s ongoing, can be frustrating, but refrain from being snappy or threatening in the letter.
You should include your full address including the unit number. You should also add the date, your phone number, and email address in the letter too.
You’ll want to be specific as possible and write out exactly what the problem is and where it is occurring in your home. For example, make sure you’re stating the specific bathroom, bedroom, closet, etc., where the issue is taking place. Don’t just say: the fan in my room isn’t working. Say: I’m writing to request a repair of the ceiling fan in the master bedroom. On July 1st, the fan wouldn’t spin in either direction. No issues seem to be happening with the wall switch because the light is still working ….
The key here is to give too much information. It’s better to have too much than not enough.
It’s also a good idea to attach (or include in the envelope if you’re physically mailing a letter) pictures of the problem. This way it provides the landlord a better idea of what is wrong, and it is further documentation of the problem for your protection.
The only thing that shouldn’t be included in the letter is threating words, personal information, and complaints. Complaints can be stated in a different way, not through the maintenance letter.
When to Follow Up on a Maintenance Request
While all maintenance issues should be resolved as soon as possible, problems will be addressed according to severity. If you make a request at 5pm on a Friday for a dripping faucet, don’t expect the repair to happen that day or even the next. You should expect serious repairs like a clogged sink or broken oven to be repaired within 24 to 72 hours. Smaller issues like replacing a fridge lightbulb should be completed in 10 days. Check your state laws and lease because some states have specific timeframes that repairs must be made.
If your landlord doesn’t respond to your request or they refuse to make the repair, you may need to take additional action. The first step is to send another letter with more pictures attached. If the problem is getting worse, make sure to state that in the letter and attach pictures of the progressing problem. If you still don’t get a response, the next step is to consult your state laws and your lease because you may be able to take separate action.
After a certain amount of time (and depending on state laws), you may be able to withhold paying rent or break your lease because landlords are obligated to provide a safe and habitable rental. Although withholding rent is legal, certain states still allow tenants to be evicted for doing so, making it imperative that you check your state laws. Another action you may also be allowed to take is to hire an outside source to fix the issue and have your landlord reimburse you.
If your landlord refuses to reimburse you or fix the issue, you can take them to small claims court or report code violations to the appropriate housing inspectors. Before you take any of these actions, consult a lawyer and read your state laws.
Request for Maintenance Example Letter
You can write a formal letter and mail it to your landlord, but emailing a letter is the easiest option. Try to include as much information in the letter as possible and make sure “request a repair” is word-for-word written in the letter. You also don’t want to forget to include pictures of the problem.
Month, Day, Year
Dear Landlord’s First and Last Name,
I rent at full address and I am writing to inform you of an issue and request a repair. This is the amount of times (first, second, etc. time) I’m reaching out to inform you about the problem.
This is where you’ll want to describe in detail the problem. Describe when the problem started, the specific issue, and where the issue is occurring. I have attached a few photos to help describe the problem.
I called and (left a voicemail or spoke to someone directly) about the problem on date.
Please let me know if you have any additional questions as well as when the repairs will be completed. I will make the necessary arrangements to make myself available.
Thank you in advance for dealing with this as soon as possible.
Sincerely,
Your Name
Your Phone Number
Every renter will have to put in a request for maintenance at some point. Being prepared and knowing how to do that is essential for being a responsible and informed renter. Hopefully, with these guidelines you feel more confident in requesting maintenance and the next maintenance request and repair goes smoothly!
Published July 12, 2021
