Sample Letter From Landlord To Tenant For Repairs: Free & Helpful

In this article, I’ll share a step-by-step guide on how to write a compelling letter to your tenant for repairs, complete with tips from my own experiences and a customizable template to get you started.

Key Takeaways

  • Purpose: Understand the importance and legal requirements of a repair letter from a landlord to a tenant.
  • Structure: Learn the essential elements to include in your letter.
  • Tone: Keep the communication professional and clear.
  • Template: Use the provided template as a starting point for your letter.
  • Legal Compliance: Ensure your letter complies with local tenancy laws.
  • Follow-Up: Know the steps to take after sending the letter.

Understanding the Importance of Repair Letters

As a landlord, you have a legal obligation to maintain your property and address repair issues promptly. A written repair request ensures a clear record of communication and helps avoid any misunderstandings.

Real-Life Example

Consider a scenario where a tenant reports a leaking roof. A well-drafted repair letter not only informs the tenant of your plan to address the issue but also serves as a document that outlines your responsiveness and responsibility.

Essential Elements of the Letter

  1. Date: Always date your letter for record-keeping.
  2. Tenant’s Name and Address: Ensure you address the letter correctly.
  3. Description of Reported Issue: Acknowledge the problem reported by the tenant.
  4. Proposed Action Plan: Outline the steps you intend to take.
  5. Timeline for Repairs: Provide a reasonable and specific timeline.
  6. Contact Information: Offer a way for the tenant to reach you.
  7. Signature: Sign the letter to authenticate it.

Professional Tone and Clarity

Keep the tone of your letter professional and empathetic. Clearly state your intentions to resolve the issue, ensuring the tenant feels heard and respected.

Example of Tone

“Dear [Tenant’s Name], I understand the inconvenience caused by the leaking roof, and I appreciate your patience as we work to resolve this issue.”

Legal Compliance

Familiarize yourself with local tenancy laws to ensure your letter aligns with legal requirements regarding repair notices.

The Follow-Up

After sending the letter, be prepared to:

  • Coordinate with repair services.
  • Keep the tenant updated.
  • Document the completed repairs.

Letter Template

Dear [Tenant’s Name],


I am writing in response to your report of [date] regarding [specific repair issue]. Thank you for bringing this to my attention. We are committed to maintaining a safe and comfortable living environment.

We plan to address this issue by [specific actions]. The repairs are scheduled to begin on [date] and are expected to be completed by [date]. During this period, [details of any inconvenience or access requirements].

Please feel free to contact me at [your contact information] if you have any concerns or require further information.

Thank you for your cooperation and understanding.


[Your Name]
[Your Contact Information]

Tips for Writing an Effective Repair Letter

  • Be Prompt: Address repair requests as soon as possible.
  • Document Everything: Keep a copy of all communications for your records.
  • Be Specific: Clearly outline the steps and timeline for repairs.
  • Follow Legal Guidelines: Ensure your letter is compliant with local laws.
  • Maintain Professionalism: Keep the tone respectful and understanding.

Frequently Asked Questions (FAQs)

A middle-aged Hispanic woman in business casual attire

Q: How do I request repairs from my landlord in writing? 

Answer: I once faced a leaky faucet that turned my kitchen into a mini-pool overnight. To address this, I wrote a concise letter to my landlord, clearly stating the issue, the impact it had on my daily life, and a polite request for a prompt repair. 

I made sure to date the letter and keep a copy for my records. To my relief, the landlord responded quickly, and the repair was done within a week.

Q: Can I withhold rent if my landlord ignores my repair requests? 

Answer: I had a situation where my heating system broke down in the middle of winter, and my landlord was slow to respond. Before considering withholding rent, I researched my local tenant laws. 

I discovered that while this is an option in some cases, it’s crucial to follow specific legal procedures, such as placing the rent in an escrow account. Instead, I sent another letter, this time mentioning I would seek legal advice if the repairs weren’t addressed promptly. That got their attention, and the heating was fixed shortly after.

Q: What should I include in a repair request letter to my landlord? 

Answer: When my refrigerator stopped working, I learned the importance of including specific details in a repair request letter. I described the problem, how it was affecting me (spoiled food isn’t fun), and a request for a timeline on when the repair could be expected. 

I also mentioned my rights under our lease agreement and local tenant laws. This approach helped get a new refrigerator installed by the end of the week.

Q: How can I ensure my landlord takes my repair requests seriously? 

Answer: After dealing with a broken window that was overlooked for too long, I decided to take a more formal approach. Along with my repair request letter, I included photos of the damage and cited the potential safety risks. 

I also reminded my landlord of their responsibility under our lease and the local housing codes. This visual and legal reinforcement made my request harder to ignore, and the window was repaired much faster than I had expected.

Q: What if my landlord makes the repairs but does a poor job? 

Answer: This happened with a leak in my bathroom that was “repaired” but started leaking again within days. I sent a follow-up letter to my landlord, expressing my appreciation for the initial attempt but stressing the need for a more permanent solution, possibly with a professional plumber this time. 

I suggested overseeing the repair work myself to ensure quality. Surprisingly, my landlord agreed, and the leak was properly fixed without any further issues.

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