Letter to Landlord About Repairs Template

When repairs are needed in your rental property, sending a formal written request to your landlord is essential for protecting your rights and ensuring prompt action. Whether you’re dealing with a broken boiler, leaking roof, or persistent mould, having a well-written repair request creates a paper trail and demonstrates you’ve properly notified your landlord about the issue.

This guide provides a free letter to landlord about repairs template that you can download and customize for your specific situation. We’ll cover why written requests are crucial, example situations where you’d use this template, and practical tips to get faster responses from your landlord.

Why You Should Always Report Repairs in Writing

Verbal reports to your landlord about repairs might seem easier, but putting your request in writing provides essential protections and improves your chances of getting issues resolved quickly.

Creates Legal Evidence A written repair request creates documented proof that you’ve notified your landlord about the problem and when you reported it. This evidence becomes crucial if repairs aren’t completed promptly or if the issue affects your health and safety. Courts and local authorities take written complaints more seriously than verbal reports.

If your landlord fails to carry out necessary repairs, you may have grounds for rent reduction, early tenancy termination, or compensation claims. Written evidence strengthens your position significantly in any legal proceedings.

Establishes Clear Timeline Written requests create a clear timeline showing when you first reported the issue and how long your landlord has taken to respond. This timeline proves important for determining whether your landlord is meeting their legal obligations under the Landlord and Tenant Act 1985.

For urgent repairs affecting health and safety, landlords must act “within a reasonable time.” For non-urgent issues, they typically have a reasonable period to arrange repairs. Written documentation helps establish these timeframes clearly.

Demonstrates Reasonable Tenant Behavior Sending professional, written repair requests shows you’re a responsible tenant who follows proper procedures. This behavior strengthens your position if disputes arise and demonstrates that you’ve given your landlord fair opportunity to address problems.

Improves Response Times Many landlords respond more quickly to written requests because they understand the legal implications and want to maintain good tenant relationships. Written requests also make it easier for landlords to forward details to contractors and arrange repairs efficiently.

Protects Your Deposit If property damage worsens because repairs weren’t completed promptly, written evidence shows you reported the problem and weren’t responsible for any deterioration. This protection can be crucial when your tenancy ends and deposit disputes arise.

Example Situations for Repair Requests

Understanding when to send formal repair requests helps you protect your rights and maintain your property’s habitability. Here are common situations where written requests are essential:

Heating and Hot Water Issues

Broken Boiler or Central Heating Heating failures, especially during winter months, constitute urgent repairs that landlords must address quickly. A broken boiler affects your ability to heat the property and access hot water, impacting health and basic living standards.

Your repair request should specify when the heating stopped working, whether you have any heating or hot water, and any error messages or unusual noises from the system. Include details about the impact on your daily life and any temporary measures you’ve taken.

Radiator Problems Individual radiator failures or heating system imbalances may seem minor but can significantly affect comfort and energy costs. Document which radiators aren’t working, whether they’re completely cold or partially heated, and any leaks or unusual noises.

Water and Plumbing Issues

Leaking Roof or Ceiling Roof leaks can cause serious damage quickly and often indicate urgent structural problems. Document the location and severity of leaks, whether they occur during specific weather conditions, and any water damage to your belongings.

Take photographs showing the extent of leaking and any staining or damage to walls, ceilings, or floors. Include details about which rooms are affected and whether the leak is getting worse.

Plumbing Leaks and Blockages Toilet blockages, sink drainage problems, or pipe leaks can affect hygiene and property condition. Specify which fixtures are affected, whether you have access to alternative facilities, and any flooding or water damage.

For persistent blockages, note whether the problem affects multiple fixtures and any bad odors or health concerns arising from the issue.

Damp and Mould Problems

Persistent Mould Growth Mould problems often indicate underlying damp issues that require professional attention. Document where mould appears, whether it returns after cleaning, and any health symptoms you’re experiencing.

Take photographs showing the extent of mould growth and keep records of cleaning products you’ve tried. Note any musty odors, condensation problems, or areas where wallpaper or paint is peeling.

Damp Walls and Condensation Persistent damp can cause serious health problems and property damage. Document which walls are affected, whether damp appears after rain, and any black spots or discoloration.

Include information about ventilation in affected rooms and whether you’ve noticed increased condensation on windows or other surfaces.

Electrical and Safety Issues

Electrical Faults Any electrical problems require urgent attention due to fire and safety risks. Report issues like blown fuses, sparking outlets, flickering lights, or burning smells immediately in writing.

Never attempt to fix electrical problems yourself. Document exactly what’s happening, which circuits or areas are affected, and any safety concerns about continued use of electrical systems.

Security and Lock Problems Faulty door locks, broken window latches, or security system failures affect your safety and security. Document which locks or security features aren’t working and whether this affects your ability to secure the property.

Include information about any break-in attempts or security concerns arising from the faulty systems.

Copy-Paste Repair Request Template

Here’s a professional template you can customize for your specific repair needs:

Letter to Landlord About Repairs Template

[Your Name]
[Your Address]
[City, Postal Code]
[Your Phone Number]
[Your Email Address]

[Date]

[Landlord's Name]
[Landlord's Address]
[City, Postal Code]

Re: URGENT REPAIR REQUEST - [Property Address]

Dear [Landlord's Name / Mr./Ms. Surname],

I am writing to formally request repairs to the above property, which I rent 
under a tenancy agreement dated [tenancy start date].

REPAIR REQUIRED:
[Describe the problem clearly and specifically - e.g., "The central heating 
boiler has stopped working completely"]

DETAILS OF THE PROBLEM:
• Date problem first noticed: [Date]
• Location: [Specific room/area affected]
• Description: [Detailed explanation of what's wrong]
• Impact: [How this affects your daily life/safety/health]
• Urgency: [Explain why this needs prompt attention]

[For specific problems, add relevant details:]
[For heating issues: "There is no heating or hot water throughout the property"]
[For leaks: "Water is dripping through the ceiling in the main bedroom"]
[For electrical: "The kitchen lights are flickering and sparking"]
[For security: "The front door lock is completely broken"]

HEALTH AND SAFETY CONCERNS:
[If applicable, describe any health risks, safety hazards, or impacts on 
your wellbeing]

PHOTOGRAPHIC EVIDENCE:
I have taken photographs documenting the problem and can provide these 
upon request.

PREVIOUS REPORTS:
[If you've reported this before, include dates and methods of previous 
communication]

LANDLORD'S LEGAL OBLIGATIONS:
Under the Landlord and Tenant Act 1985, you are legally required to keep 
the property in good repair and ensure it remains fit for habitation. 
[For urgent repairs add: "This issue affects the property's habitability 
and requires urgent attention."]

REQUEST FOR ACTION:
I request that you arrange for qualified contractors to inspect and repair 
this problem as soon as possible. For urgent health and safety issues, 
I expect action within 24-48 hours.

Please confirm in writing when repairs will be carried out and provide 
details of any access arrangements required.

CONTACT INFORMATION:
Please contact me on [phone number] or [email address] to arrange access 
for contractors or discuss the repairs. I am generally available 
[state your availability].

I look forward to your prompt response and resolution of this matter.

Yours sincerely,

[Your Signature]
[Your Printed Name]
[Date]

COPIES SENT TO:
[If applicable: Local Authority Housing Department, Citizens Advice, etc.]

ATTACHMENTS:
□ Photographs of the problem
□ Previous correspondence about this issue
□ Relevant receipts or documentation

Short Version Template (For Simple Repairs)

[Date]

Dear [Landlord's Name],

Re: Repair Request - [Property Address]

I need to report a repair issue at the above property:

Problem: [Brief description]
Location: [Where in the property]
Date noticed: [When you first saw the problem]
Urgency: [How urgent this is]

This problem [describe impact - e.g., "prevents me from using the kitchen 
safely" or "is causing water damage to my belongings"].

Please arrange for repairs as soon as possible and let me know when 
contractors will need access.

You can contact me on [phone] or [email] to arrange access.

Thank you for your prompt attention to this matter.

Yours sincerely,
[Your Name]

Tips to Make Your Landlord Respond Faster

Getting quick responses to repair requests requires strategic communication and understanding what motivates landlords to act promptly.

Make Your Request Professional and Urgent

Use Clear, Specific Language Vague descriptions like “something’s wrong with the heating” don’t convey urgency or help landlords understand the scope of work needed. Instead, use specific terms like “boiler completely failed – no heating or hot water for 3 days.”

Include model numbers, error messages, or technical details that help contractors prepare for the job. The more information you provide, the faster qualified repairs can be arranged.

Emphasize Health and Safety Risks Landlords respond faster when they understand potential liability issues. Clearly explain any health risks, safety hazards, or impacts on property condition that could worsen without prompt action.

Use phrases like “health and safety risk,” “potential property damage,” or “affecting habitability” to communicate urgency effectively.

Document Everything Thoroughly

Take High-Quality Photographs Visual evidence makes problems impossible to ignore and helps landlords understand urgency. Take multiple photos from different angles, include close-ups of damage, and ensure images clearly show the extent of problems.

Date-stamp photographs if possible, or include newspaper or phone screenshots showing the date. This evidence proves when problems existed and their severity.

Keep Detailed Records Maintain a repair log documenting when you first noticed problems, all communication with your landlord, any temporary measures you’ve taken, and how issues are affecting your daily life.

This documentation becomes crucial if problems aren’t resolved promptly and you need to escalate complaints to local authorities or consider legal action.

Use Multiple Communication Methods

Follow Up Strategically Send your initial request via email for documentation, then follow up with phone calls if you don’t receive prompt responses. For urgent issues, call immediately after sending written requests.

Keep records of all communication attempts, including dates, times, and any verbal responses or promises made by your landlord.

Know When to Escalate If landlords don’t respond within reasonable timeframes, escalate complaints to local authority housing departments who can serve formal notices requiring repairs.

For urgent health and safety issues, contact environmental health departments who have powers to force landlords to complete emergency repairs.

Understand Legal Leverage

Reference Legal Obligations Mentioning specific legal requirements in your requests demonstrates knowledge of landlord obligations and potential consequences of delayed action.

Reference the Landlord and Tenant Act 1985, housing health and safety regulations, or local authority powers to encourage prompt responses.

Consider Repair and Deduct Options In extreme cases where landlords refuse to complete urgent repairs, you may have rights to arrange repairs yourself and deduct costs from rent. However, this option has strict legal requirements and should only be used with legal advice.

Know Your Rights to Withhold Rent For serious repair issues affecting habitability, you may have rights to withhold rent or apply for rent reduction. Understanding these options gives you leverage in negotiations with unresponsive landlords.

Tenant Rights on Repairs

Understanding your legal rights regarding repairs empowers you to take appropriate action when landlords fail to meet their obligations.

Landlord Repair Obligations

Structural and External Repairs Under the Landlord and Tenant Act 1985, landlords must maintain the property’s structure and exterior including walls, roof, foundations, and external doors and windows. This obligation cannot be transferred to tenants through tenancy agreements.

Landlords must also maintain installations for water, gas, electricity, sanitation, and space heating throughout the property.

Fitness for Habitation The Homes (Fitness for Human Habitation) Act 2018 requires rental properties to be fit for human habitation at the start of tenancies and throughout the rental period. This includes adequate heating, ventilation, lighting, and protection from damp.

Properties must also be free from serious hazards that could affect health and safety, including structural problems, fire risks, and serious mould or damp issues.

Your Rights When Repairs Aren’t Done

Right to Court Action You can take landlords to court to force completion of required repairs and claim compensation for inconvenience, damaged belongings, or alternative accommodation costs.

Small claims court handles most repair disputes involving amounts up to £10,000, making legal action accessible and affordable for most tenants.

Right to Local Authority Intervention Local authority housing departments can inspect properties, serve improvement notices requiring specific repairs, and ultimately complete emergency repairs at landlord expense.

Environmental health departments have additional powers to address health hazards and can prosecute landlords who fail to maintain safe conditions.

Right to Rent Reduction Serious repair issues may entitle you to rent reduction through first-tier tribunals, particularly when problems significantly affect your use and enjoyment of the property.

Document how repair issues impact your daily life, any additional costs incurred, and any reduction in property value or usability caused by outstanding repairs.

Emergency Repair Rights

Immediate Safety Risks For repairs involving immediate safety risks like gas leaks, electrical dangers, or structural collapse risks, you have rights to emergency action including temporary rehousing if necessary.

Contact emergency services for immediate dangers, then notify your landlord in writing about emergency repairs needed.

Out of Hours Contact Landlords should provide emergency contact information for urgent repairs outside normal business hours. If they don’t respond to genuine emergencies, local authorities can step in and charge costs to landlords.

Temporary Accommodation Rights In extreme cases where properties become uninhabitable due to repair issues, you may have rights to temporary accommodation at landlord expense or assistance from local authority housing departments.

Related Templates and Resources

Download Your Free Repair Request Template:

[PDF TEMPLATE] | [WORD TEMPLATE] | [EMAIL VERSION]

Related Tenant Documents:

• Rent Reduction Application Template
• Complaint to Local Authority Template
• Tenancy Termination Notice Template
• Deposit Dispute Letter Template

Useful Contacts:

• Shelter Housing Advice: 0808 800 4444
• Citizens Advice: 0800 144 8848
• Local Authority Housing Department: [Contact your local council]
• Gas Emergency: 0800 111 999
• Electrical Emergency: Contact qualified electrician immediately

Legal Disclaimer: This template provides guidance only and should not be considered legal advice. Repair rights and obligations can vary based on tenancy type and specific circumstances. Consider professional legal advice for complex disputes or high-value claims.

Experiencing repair problems in your rental property? Download our free letter template and protect your rights as a tenant with proper written documentation.