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Mail a repair request to your landlord at the address named in your lease, describing the problem, where it is, when it started, and what repair you are asking for, and keep a copy with proof of mailing. Put the request in writing even if you already reported it by phone, because a dated letter creates the paper trail that matters if the repair is delayed or disputed later.
This is general information, not legal advice.
Start with the basics: your name, the rental address with unit number, and the date. Then describe the problem in concrete terms: a leaking pipe under the kitchen sink, a heater that stopped working on a specific date, a broken lock on the front door. Say where the problem is, when it started, and how it affects daily life, such as no hot water, a room that cannot be heated, or a door that will not lock. That detail helps the landlord judge urgency and send the right trade, instead of replying with questions.
Say what you are asking for, and give a reasonable date by which you would like it fixed or at least inspected. For an urgent problem, such as no heat in winter or a serious leak, say so in the first paragraph and ask for same-day or next-day attention. For a non-urgent problem, such as a dripping tap or a cracked tile, a date within a week or two is usually reasonable. Also say how the landlord or a worker can reach you to arrange access, and note any times you are not available.
| Repair | Urgency in the letter | Detail to include |
|---|---|---|
| No heat or hot water | Urgent, same-day attention | Date it stopped, rooms affected |
| Serious leak or flooding | Urgent, immediate action | Source, damage so far, photos kept |
| Broken lock or window | Urgent for security | Which door or window, date noticed |
| Appliance failure | Prompt, within days | Appliance, model if known, fault |
| Cosmetic damage | Routine, within weeks | Location, size, when it appeared |
Phone reports are easy to forget, dispute, or misremember. A landlord may recall a call about "the bathroom" while you recall a call about a leak that is now damaging the floor below. A dated letter removes that ambiguity: it shows what was reported, when, and to whom. If the repair is later delayed, if the problem causes damage, or if a deposit dispute arises at move-out, that letter is the record both sides can point to.
Keep a copy of the letter, the mailing receipt, and any delivery proof, along with photos of the problem taken before and after any repair. Photos with dates are especially useful for leaks, damp, and damage, since those conditions change over time. If you report the same problem again, reference the first letter by date, so the landlord can see the full history in one file rather than treating each report as new.
Send a follow-up letter that references the first one by date, restates the problem briefly, and notes that it is still unresolved. Keep the tone factual: dates, previous letters, and the current state of the problem. That second letter often moves a repair faster than a first one, because it shows a growing paper trail. If the problem remains unresolved after a reasonable time, the next step depends on local tenancy rules, which vary by state and province, and on what your lease says about repairs and notice periods.
Do not stop paying rent, arrange your own repair and deduct the cost, or move out over a repair without checking the local rules first, since those steps carry legal consequences that differ by jurisdiction. A local tenancy office, tenant advisory service, or lawyer can explain the options that apply to your situation. What the letter gives you, in any of those routes, is proof that the landlord was told, in writing, on a specific date.
Yes, for landlords at US or Canadian addresses. Describe the letter to your AI assistant, approve the exact quoted price, and it is printed and mailed in a double-window envelope. For a repair dispute, ask about the certified or registered option, since proof of delivery strengthens the paper trail. Letters are single-sided with no inserts, so describe the problem and dates inside the letter itself, and keep your photos separately.
Ready to mail it? Send your letter with LetterAgent: describe it to your AI assistant, approve the exact quoted price, and it is printed and mailed.
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