Repair service sample request letter for repair and maintenance

When something in your apartment breaks, you’ll need to submit a request for repairs to your landlord or maintenance team. Dealing with a maintenance issue at your home or apartment can be frustrating, especially if it’s a problem that impacts your ability to live comfortably. When you need a repair handled, it’s always smart to submit the maintenance request in writing. Follow this guide and sample letter to utilize when submitting your own request letter for repairs or maintenance.

When should you submit a request for repairs and maintenance to your landlord?

As part of the terms of a rental agreement, renters are entitled to safe and habitable living conditions. If you encounter a broken appliance or your apartment is not up to the standards of these conditions, you are entitled to seek repairs or replacement of faulty items.

Examples of common issues you might need to be resolved include:

• A leaky faucet
• A broken washing machine
• A sliding door that’s come off of its track
• Kitchen appliance not working

Examples of urgent repair needs include:

• Broken pipes or plumbing problems that cause flooding
• Lack of heat or hot water
• A security threat, such as a door that won’t lock or a broken window
• The presence of harmful gases, such as carbon monoxide

Why put a maintenance request in writing?

Landlords and property managers may be juggling requests from multiple renters or even running between several properties that they own or manage. Simply asking your landlord to handle maintenance or repair tasks might seem like the easiest way to do it, but it’s also the easiest way to forget about your request when they’re handling other tasks. Many landlords and property managers even require requests to be submitted in writing so the written request can be filed or reported through the system they use to handle requests with the maintenance team.

Submitting a request letter for repair and maintenance services ensures that it goes to the right person and that your request is documented. If the problem isn’t addressed in a timely fashion, your letter is proof of when you made the landlord or property manager aware of the issue. Should you need to track the problem for legal purposes, your dated letter is an important piece of evidence in the process.

How to write a maintenance request letter

1. Include as much detail as possible

   Describe what the issue is and how and when the problem occurred, so that the person performing the repair can recreate it if needed. This will also help the landlord or maintenance team identify if they need to order any parts or replacements for broken appliances.

2. Provide any access instructions

   If you plan on being away from your unit when the maintenance is performed, you’ll likely have to give permission to enter the apartment. If you have any pets in the unit, you’ll also want to provide this information.

3. Maintain a professional and polite tone when writing a request

   Note if you have reached out about this problem before, and if you have spoken to any other staff members about this issue be sure to mention them by name.

4. Provide contact information and request an update

   Depending on the severity of the problem, you may have to wait several days for the repair to occur, so be patient. Be sure to request to be updated on the timeline for having the repairs completed. If the need is urgent or threatens your safety, request immediate service.

Where to submit your request

Your lease agreement for the unit should outline who to contact for maintenance and repair requests. If you’re renting directly from an owner, they may handle the requests themselves and ask you to send them an email. When you rent an apartment in a complex or community, the process may be automated through an online portal. If you do submit your letter through an automated system, be sure to save any auto-response you may receive and a copy of the submission form for your records.

If you’re dealing with a major issue that impacts your safety, such as a gas or water leak or non-functional HVAC system, reach out to your point of contact via phone to let them know the urgency of the situation. Many rental properties will have a 24 hour maintenance staff for these situations. Check your lease agreement for contact information for an emergency situation, and save that information where it’s easily accessible. Then, follow up any verbal communication with a written request eihte rsent into the mail or emailed.

Sample repair request letter to landlord

You can use this sample letter to a request repairs and maintenance for your rental unit, filling in your own information and any details about the problem you are experiencing in your rental.

Laura Thompson
123 Main Street #17
New York, New York 01100

September 9, 2020

Roger Peterson
345 State Street
New York, New York 01100

Dear Mr. Peterson,

I am writing this letter to request a repair within my apartment. The lock on the window facing east in the bedroom is broken, so I am no longer able to lock it when I go to bed at night or leave the apartment, creating a security concern for myself and my possessions.

On September 1, 2020, I spoke with Rhonda in the apartment office about this issue and am following up on this request with a formal letter.

Please arrange for this repair to be made as soon as possible. I am available at 505-789-0123 or if you need to contact me with questions or to make arrangements for someone to come into the apartment and perform the repair. Please keep me updated as to the timeline for this repair request.

Thank you for your attention to this important matter.

Sincerely,
Laura Thompson

Frequently asked questions about apartment repairs and maintenance

What are other common ways to submit a maintenance request for my apartment?

Landlords and property managers may have various ways for you to submit a maintenance request. Some may have a designated maintenance request form for you to complete via an online portal, while others will accept a simple email detailing your apartment issue. It’s best to reference your lease document to find out where and how to submit your maintenance requests.

What are the most common repairs I might need in my apartment?

The most common repairs and maintenance needed in an apartment are often with apartment appliances. After multiple renters use the appliances in a unit, normal wear and tear is expected. When you move into a new apartment it’s a good idea to check of all appliances to make sure that they are in good working condition and note any issues on your move-in inventory and condition form.

What is the difference between routine maintenance and an emergency maintenance request?

An emergency maintenance request is for any maintenance issue that can put the renter in harms way. This includes flood, fire, lack of heat, gas leak, electrical issues, and broken or inoperable windows and locks. If you are experiencing any of these issues you should call your landlord or 24-hour maintenance team as soon as possible.

Using sample letters to landlords for repairs helps ensure that your request gets taken care of in a timely and professional manner. Looking for a new place? Be sure to check out thousands of apartments for rent on Zumper.

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