Request Letter for Repair and Maintenance (Format & Example)

After you rent an apartment, house, or office space, the landlord or property owner remains responsible for making repairs on the property. They are in charge of overseeing matters such as plumbing, electricity, and safety maintenance. In turn, you are expected to notify them of anything that requires their attention. You can do this through a formal request letter for repair and maintenance.

Your letter should detail the problem and remind the landlord to address it. It should also provide a specific timeline within which the repairs should be made.

Here is an overview of everything you need to draft an effective repair request letter.

The first step in requesting a maintenance or repair service is calling your landlord. Inform them of the problem you are facing and ask for a prompt response. If you don’t hear from them in 24 hours, it is time to draft a written request. Here are some pointers to help you draft your request letter for repair and maintenance.

• If your state provides a fillable form for tenants requiring repairs, fill it out. Include specific details of what needs repair or maintenance. If not, mention all your repair and maintenance needs in a letter.
• Address the letter appropriately – Review your lease contract to find out who is in charge of repairs in your home or apartment. Once done, find their mailing address and include it correctly in your letter.
• Introduce yourself – Landlords tend to have more than one tenant. Mention your house or apartment number. You can also include your lease dates and how long you have been residing at the property.
• Reference the landlord’s responsibility – If your contract mentions the landlord as the party responsible for property repairs, reference the information in the introductory paragraph.
• Explain your grievances – Why are you writing? Explain what you and repaired and how the current state of the property is affecting your life.
• Recommend an action date – Depending on the nature of the damage and your availability, recommend a suitable date for the repairs. You can also provide the landlord with a deadline.

Request Letter for Repair and Maintenance (Word Template)

Before sending your request letter for repair and maintenance, you should study your lease contract. This should help you determine who is in charge of repairs so you can address your request letter to them. Remember to be professional. Don’t use harsh or demanding language. If the matter is urgent, gently draw the reader’s attention to this fact. You can even provide them with a timeline that works best for you.

Finally, it is always courteous to inform your landlord of the problem first by giving them a call. The letter should mostly serve as written proof of your request.