How to ask your landlord for a repair
Say what's broken, since when, how it affects you, and ask for a date. In writing, with photos.
A repair request to your landlord should say what is broken, since when, how it affects you, and ask for a visit by a certain date. Attach photos, and send it in writing (email or the message app you normally use) so you have a record with the date on it. Keep it calm and factual, even if you're annoyed.
If it's dangerous, don't text. For a gas smell, a fire, or water near electrics, leave and call your local emergency number or the gas or electricity emergency line first. Message the landlord after.
The messages
Copy a message, then replace the parts in [square brackets] with your own details.
Formal
By email, for a letting agency, a property manager, or a problem that could get worse.
Dear [Name],
I'm writing to report a problem at [address], Apartment [4B]. Since [Monday 13 October], the kitchen sink has been leaking under the cabinet, and the floor is getting wet. I've attached two photos.
Could you arrange for a plumber to come this week? I'm available on [weekdays after 5 p.m. or Saturday morning].
Please confirm when someone can visit.
Kind regards,
[Your name]
[Phone number]
Neutral
A text or WhatsApp message to a landlord you deal with directly.
Hi [Name], this is [your name] from Apartment [4B]. The heating stopped working last night and it's very cold in the flat. Could you send someone to look at it? I'm home all day tomorrow.
Casual
For a small problem, with a landlord you get on well with.
Hi [Name], small thing: the bathroom light keeps flickering. No rush, but could someone take a look next time they're around?
Why this works
- The facts are in order. What, where, since when, what it's doing. The landlord can decide who to send without calling you.
- The "since when" matters. A date shows how long the problem has lasted. If the repair takes a long time, your message proves when you reported it.
- It asks for a visit, not just a fix. "Could you arrange for a plumber to come this week?" gets a date. "Please fix it" gets "OK".
- Your times are in the message. The visit can be booked in one reply instead of five.
Words you might need
| Problem | Common words | Note |
|---|---|---|
| Water coming out | a leak, it's leaking, a dripping tap (UK) / faucet (US) | "The ceiling is leaking" for water from above |
| Water not going down | a blocked drain (UK), a clogged drain (US) | Also: "the toilet won't flush" |
| No heat | the heating isn't working, the boiler (UK) / furnace (US) is broken | "No hot water" is a separate problem, say both if both |
| Wet walls, black spots | damp, mould (UK) / mold (US) | "There's mold on the bedroom wall" |
| Doors and windows | the lock is stuck, the window won't close | Say if it's a security problem |
| Electrics | the socket (UK) / outlet (US) isn't working, the power keeps going off | Never touch it if there's water near it |
If nothing happens: the follow-up
Reply to your first message, so the date of the first report is visible:
Hi [Name], I'm following up on my message of [13 October] about the leak under the kitchen sink. It's still leaking and the cabinet floor is now damaged. Could you let me know by [Friday] when a plumber can come?
The rules about how fast a landlord must repair things are different in every country, and often in every state or city. If repairs keep being ignored, look up your local tenant rules or a tenants' advice service.
Common mistakes
"The sink is broken since Monday." As with all since sentences, English needs the present perfect, and a precise verb helps.
- ✗ The sink is broken since Monday.
- ✓ The sink has been leaking since Monday.
"There is humidity on the wall." Spanish humedad and Portuguese umidade look like humidity, but in English humidity is the water in the air (the weather). Wet walls are damp, and black spots are mold.
- ✗ There is humidity on the bedroom wall.
- ✓ The bedroom wall is damp, and there's mold in the corner.
"The light of the bathroom." Many languages say "the X of the Y" (la luz del baño, a luz do banheiro). English usually puts the room first.
- ✗ The light of the bathroom doesn't work.
- ✓ The bathroom light doesn't work.
For money questions, see rent and deposit messages. If the reply is slow, the follow-up email templates help too.
Questions
Should I text or email my landlord about a repair?
Use whatever your lease or agency says, but always have it in writing. A text is fine for small things. For anything serious or ongoing, an email is easier to keep and find later.
How long does a landlord have to make a repair?
It depends on where you live and how serious the problem is. Many places require urgent repairs (no heating in winter, no water) to be done quickly. Check your lease and your local tenant rules.
Who pays for the repair?
Usually the landlord pays for normal wear and broken equipment. If you or a guest caused the damage, you may have to pay. Your lease should say. When you're not sure, ask: "Could you confirm who will cover the cost?"
Is it OK to send photos?
Yes, always. A photo with the date explains the problem better than any sentence, and it protects you later.
Your next message, already better.
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