A maintenance request informs your landlord or property manager of any issue in your apartment. 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 maintenance request.
As part of the terms of a rental agreement, renters are entitled to safe and habitable living conditions. Landlords and property managers are legally required to keep your unit safe and in working condition. 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:
Examples of urgent repair needs include:
As a renter, it’s important to understand the proper channels for addressing maintenance issues and repair requests in your rental property. Knowing whom to contact and how to communicate your concerns effectively can help ensure that your living space remains in good condition and that necessary repairs are carried out in a timely manner. In this section, we’ll outline the key individuals and entities you should reach out to when facing maintenance issues, providing you with a clear roadmap for resolving such concerns.
In most cases, the first point of contact for maintenance issues is your landlord or property management company. Your lease agreement should specify the preferred method of communication, such as a dedicated maintenance request line, an email address, or an online portal. When reporting a maintenance issue, be sure to provide a detailed description of the problem, including any relevant photos or videos. This will help your landlord or property management company understand the severity and urgency of the situation.
For urgent maintenance issues that require immediate attention and pose a risk to your safety or the property, such as a burst pipe or a broken lock, it’s crucial to have access to emergency contacts. Ensure you have a list of emergency phone numbers readily available, including those for plumbers, electricians, locksmiths, or any other relevant service providers. If the issue occurs after business hours, weekends, or holidays, it’s important to know whom to contact for emergency repairs.
If you reside in an apartment complex or a building with on-site maintenance staff, your first point of contact for routine maintenance tasks or minor repairs may be the building superintendent or designated personnel. They are responsible for addressing general maintenance concerns within the property, such as fixing a leaky faucet, unclogging drains, or replacing light bulbs. Check with your property management for the proper procedure to request assistance from the on-site maintenance staff.
Having written documentation of communication with your landlord or property manager is important. Here’s why:
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.
If any significant damage is caused to your unit from the underlying issue, having proof that you tried to have the repair can ensure that you are not liable for any subsequent damage. Most leases will require that the landlord is notified of any issues with the apartment, so having your request in writing safeguards that you are compliant with your agreement and protects you from any having any fees or payments from your security deposit.
Follow these steps when requesting maintenance for your apartment.
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.
(Your Name)
(Current Address, Unit #)
(City, State, ZIP Code)
(Landlord or Property Management Company Name)
(Address)
(City, State, ZIP Code)
Dear (Name of landlord or property manager),
I am writing this letter to request a repair within my apartment. The (appliance, plumbing, heating/cooling, be specific!) is broken. (Describe the issue in detail, including the location of the broken item, how it normally functions, etc). (State the reason why this is an issue or why this needs to be replaced or repaired).
On (Date), I spoke with (Employee name) 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 (Your phone number) or (Your email address) 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.
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 either sent in the mail or emailed.
In general, most apartment complexes strive to address maintenance requests within 24-48 hours. If the issue is urgent (such as a water leak or electrical problem), be sure to mention that when you submit the request.
Where should I submit my maintenance request?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.
Will I be charged for maintenance requests in my apartment?If the issue is something that is considered normal wear and tear of the apartment (such as a leaky faucet), then the cost will likely be covered. However, if the issue is a result of negligence or misuse on your part (such as a broken window due to an accident), then you may be responsible for the cost of repairs.
Can I be evicted for submitting too many maintenance requests?No, you cannot be evicted for submitting too many maintenance requests. It’s important to report maintenance issues in a timely manner to prevent further damage to the apartment and ensure a safe living environment.
What should I do if I’m not satisfied with the maintenance work done in my apartment?If you’re not happy with the maintenance work that was done, you should contact the landlord or property management team and express your concerns. They may send the maintenance team back out to fix the issue, or they may offer some form of compensation to make up for the inconvenience.
Can I perform repairs myself and deduct the cost from my rent?It’s generally not advisable to perform repairs yourself and deduct the cost from your rent without prior agreement with your landlord or property management company. Unauthorized repairs could lead to complications or disputes. It’s important to follow the proper channels and communicate with your landlord or property management regarding any maintenance issues you encounter.
What should I do in case of emergency maintenance issues outside of business hours?In case of emergency maintenance issues outside of regular business hours, refer to your lease agreement or any provided emergency contact information. Keep a list of emergency phone numbers readily available, including those for plumbers, electricians, or locksmiths, as these professionals may be able to assist you during emergencies. Contact your landlord or property management company as soon as possible to report the issue.
How should I document my maintenance requests and communications?It’s important to maintain a record of all your maintenance requests and communications with your landlord or property management company. Keep copies of any emails, online forms, or written correspondences related to your maintenance issues. Documenting these interactions can serve as evidence if there are disputes or misunderstandings in the future.
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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