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Guide · Landlords and tenants
How to ask your landlord for a repair
A clear, polite request in writing is easier to act on and easier to follow up. Here’s how to write one.
Keep it polite, even if it’s not the first time
Frustration is fair. Sarcasm and threats make a request easier to brush off.
Respect, even when angry ›What you might want to sayThird time asking. Must be nice to collect rent and do nothing.
Porcupine · No sarcasm, insults or contempt“Must be nice to collect rent and do nothing” is sarcasm. Following up on the problem, and the date you first asked, keeps the record clear.
What might land betterFollowing up on the bedroom heat from last week. It’s still not working.
Describe the problem
Say what’s wrong, where, and since when.
Describe, don’t diagnose ›What you might want to sayThe heat’s broken AGAIN. This place is falling apart and you don’t care.
Porcupine · The behavior, not the person“AGAIN,” “falling apart” and “you don’t care” are about them. The bedroom, since Monday, 58°F at night, is about the heat.
What might land betterThe heat in the bedroom hasn’t worked since Monday. It’s been around 58°F at night.
Say how it affects you
If it affects your sleep, your health or your safety, say so plainly.
Describe, don’t diagnose ›What you might want to sayIt’s unbearable.
Porcupine · Explain the impact“Unbearable” is strong but vague. “Hard to sleep in there” says exactly how it affects you.
What might land betterIt’s been hard to sleep in there.
Ask for a date, in writing
Ask by text or email, so you both have a record.
Honest and hearable ›What you might want to sayFix it ASAP.
Porcupine · A clear, doable request“ASAP” has no date. “By Friday” does.
What might land betterCould someone come take a look by Friday?
Hear their side
There may be a reason for a delay, like a part on order. Ask, and agree on a new date if you need to.
Understand before answering ›What you might want to sayThat’s not my problem.
Porcupine · Ask real questions“Not my problem” shuts out a real reason. Thanking them and asking about the part gets you a new date.
What might land betterThanks for letting me know. When do you expect the part?
Make it easy to fix
Offer times you’re home, or say it’s fine for someone to come in while you’re out.
Us against the problem ›What you might want to sayJust let me know when.
Porcupine · A clear, doable request“Just let me know when” leaves the scheduling to them. Your hours, or permission to come in, make it easy to book.
What might land betterI’m home after 5 on weekdays, or it’s fine for someone to come in while I’m out.
If it’s urgent, or keeps being ignored
No heat, no water or anything unsafe can’t wait. A local tenant rights office or legal clinic can tell you what your options are.
Safety first ›
The common mistake
Holding back rent to make a point
Withholding rent can feel like leverage, but in many places it can put you in breach of your lease. Ask clearly in writing, follow up, and check your local rules before doing anything more.
Honest and hearable ›If it doesn’t go the way you hoped
What they might say, and what you could say back.
If they sayI’ll get to it.
You could sayThanks. Could you give me a date? It’s been a week.
If they sayThat’s normal for an older building.
You could sayI understand. It’s still under 60 at night, so I’d like someone to take a look.
If they sayYou must have broken it.
You could sayI don’t think so. It stopped working on its own on Monday. Could someone check what happened?
Putting it together
The whole message, before and after.
What you might want to sayThe heat’s broken AGAIN. This place is falling apart and you don’t care.
Porcupine · A clear, doable requestWhat’s broken, since when, how it’s affecting you, a date and when they can come in. It’s everything they need to fix it.
What might land betterThe heat in the bedroom hasn’t worked since Monday. It’s been around 58°F at night, and it’s been hard to sleep. Could someone come take a look by Friday? I’m home after 5 on weekdays, or it’s fine for someone to come in while I’m out.
Run a Quills Check on yours
Write what you want to say, however it comes out. I’ll show you if the quills are up, and a version with them down.
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Common questions
Should I text, email or call?
A call is fine for a quick heads-up, but follow it with a text or email, so there’s a written record of what you asked and when.
What if it can’t wait?
Call right away, then follow up in writing. A leak, no heat in winter or anything unsafe shouldn’t wait on an email.
Can I fix it myself and take it off the rent?
That depends on where you live and on your lease. Check before you do, or ask a local tenant rights office.
Know someone this would help?
Send them this guide. The link shows its title and one of its examples.
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Guides are general information, not legal, financial or professional advice. If you’re afraid of how someone might react, put your safety first and talk to someone you trust (Safety first).