Use this letter when you need maintenance or repairs in your rental unit and verbal requests have been ignored or delayed. Every state requires landlords to maintain rental properties in a habitable condition — this includes working plumbing, heating, electricity, structural soundness, and freedom from health hazards. A formal written request creates a documented paper trail, which is essential if you later need to pursue legal remedies like repair-and-deduct, rent withholding, or lease termination due to uninhabitable conditions.
[YOUR_NAME] [YOUR_ADDRESS] [YOUR_CITY], [YOUR_STATE] [YOUR_ZIP] [DATE] [LANDLORD_NAME] [PROPERTY_MANAGEMENT_COMPANY] (if applicable) [LANDLORD_ADDRESS] [LANDLORD_CITY], [LANDLORD_STATE] [LANDLORD_ZIP] Re: Written Request for Repairs Rental Unit: [UNIT_ADDRESS], Unit [UNIT_NUMBER], [CITY], [STATE] [ZIP] Dear [LANDLORD_NAME], I am writing to formally notify you of a maintenance issue at the above-referenced rental unit that requires your prompt attention. Description of the Problem: [DETAILED_DESCRIPTION_OF_ISSUE] Date Issue Was First Noticed: [DATE_FIRST_NOTICED] Location Within the Unit: [SPECIFIC_LOCATION] Impact on Habitability: [DESCRIBE_IMPACT — e.g., "The broken heater has left the unit without heat during winter months, making it uninhabitable."] I reported this issue verbally on [DATE_VERBAL_REPORT] to [PERSON_CONTACTED], but the problem has not been addressed. This written notice serves as a formal request for repair. Under [STATE] landlord-tenant law, landlords are required to maintain rental properties in a habitable condition and to make necessary repairs within a reasonable timeframe after receiving notice. [STATE] law generally considers [REASONABLE_DAYS] days to be a reasonable timeframe for non-emergency repairs. I am requesting that repairs be completed by [REQUESTED_DEADLINE]. Please contact me at [YOUR_PHONE] or [YOUR_EMAIL] to schedule a time for the repair work to be done. I am generally available [YOUR_AVAILABILITY]. I have documented the current condition with photographs taken on [PHOTO_DATE], which I have retained for my records. If the repair is not completed within a reasonable timeframe, I may exercise my rights under [STATE] law, which may include [APPLICABLE_REMEDIES — e.g., "repair and deduct," "rent withholding," or "lease termination"]. Thank you for your prompt attention to this matter. Sincerely, [YOUR_NAME]
Replace all [PLACEHOLDER] fields with your actual information before sending.
Be specific and detailed when describing the repair issue — include what is broken, where, and how it affects your daily life.
Include the date you first noticed the problem and any dates you verbally reported it.
Take timestamped photos or video of the issue before sending the letter.
Look up your state's implied warranty of habitability and repair timeline requirements.
Send the letter via certified mail with return receipt, and also email a copy if you have your landlord's email.
Keep a log of all communications with your landlord about this issue, including dates, times, and what was discussed.
If the repair involves an emergency (no heat, water, or a safety hazard), note that in the letter and request immediate action.
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