Request Letter for Repair and Maintenance

After you rent an apartment, house, or office space, the landlord or property owner remains responsible for making repairs on the property. They are in charge of overseeing matters such as plumbing, electricity, and safety maintenance. In turn, you are expected to notify them of anything that requires their attention. You can do this through a formal request letter for repair and maintenance.

Your letter should detail the problem and remind the landlord to address it. It should also provide a specific timeline within which the repairs should be made.

Here is an overview of everything you need to draft an effective repair request letter.

Guidelines for Writing Your Request Letter for Repair and Maintenance

The first step in requesting a maintenance or repair service is calling your landlord. Inform them of the problem you are facing and ask for a prompt response. If you don’t hear from them in 24 hours, it is time to draft a written request. Here are some pointers to help you draft your request letter for repair and maintenance.

  • If your state provides a fillable form for tenants requiring repairs, fill it out. Include specific details of what needs repair or maintenance. If not, mention all your repair and maintenance needs in a letter.
  • Address the letter appropriately – Review your lease contract to find out who is in charge of repairs in your home or apartment. Once done, find their mailing address and include it correctly in your letter.
  • Introduce yourself – Landlords tend to have more than one tenant. Mention your house or apartment number. You can also include your lease dates and how long you have been residing at the property.
  • Reference the landlord’s responsibility – If your contract mentions the landlord as the party responsible for property repairs, reference the information in the introductory paragraph.
  • Explain your grievances – Why are you writing? Explain what you and repaired and how the current state of the property is affecting your life.
  • Recommend an action date – Depending on the nature of the damage and your availability, recommend a suitable date for the repairs. You can also provide the landlord with a deadline.

Request Letter for Repair and Maintenance (Format)


{Landlord’s Name}

{Landlord’s Address}

{City, State, Zip Code}

Re: Repair Request for {Apartment/House/Office Number}

Dear {Mr./ Mrs./Ms. Last Name},

I have been renting {apartment/house/office number} for {amount of time} since {year}. According to my lease contract, you are responsible for all repair and maintenance services required on the premises. I am currently experiencing problems with my {mention what needs repairs}.

As I mentioned in my call yesterday, I need this problem fixed as soon as possible. I have attached a copy of the estimate required to make the repairs, which I obtained from a {plumbing/electricity/ etc.} company.

Kindly get back to me with a solution before {date} so I can plan my schedule. If you have any questions regarding this matter, you can contact me on {contact information}.

Thank you for your prompt action.


{Your Name}

{Apartment/House/Office Number}

Sample Request Letter for Repair and Maintenance

14 August 2020

Killian Jones

Neverland Estate

123 Garden Avenue

Wilmington, NC 34123

Re: Maintenance Request for House NVL 56

I am the current occupant of House NVL 56. I have been renting this home for 3 years since May 2017. As stipulate in my lease contract, you are responsible for the property’s maintenance. I am writing to inform you that the pavement in my driveway is cracked and in ill repair.

This situation recently caused an accident. As of the writing of this letter, I am nursing a sprained ankle. I would appreciate prompt action on your part.

Kindly send repairers to my home by 18 August 2020. I will also appreciate it if you inform me beforehand so I can plan to be home.

Thank you for your prompt attention to this matter.


Mary Margaret

House NVL 56

Request Letter for Repair and Maintenance (Word Template)

File Format
  • MS Word


Before sending your request letter for repair and maintenance, you should study your lease contract. This should help you determine who is in charge of repairs so you can address your request letter to them. Remember to be professional. Don’t use harsh or demanding language. If the matter is urgent, gently draw the reader’s attention to this fact. You can even provide them with a timeline that works best for you.

Finally, it is always courteous to inform your landlord of the problem first by giving them a call. The letter should mostly serve as written proof of your request.

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