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Repair request letter to your landlord

A written repair request that says what’s wrong, where, since when and how urgent it is, when someone can come in, and when you need an answer.

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Template is informational. Review it, and get legal advice if you need it.

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Access

Adds a line about reporting unfixed problems to 311.

Put repair requests in writing

A phone call is fine for a first heads-up, but a written request creates a record: what was wrong, when you reported it and what you asked for. If the problem drags on, that record matters far more than anyone's memory of a conversation.

  1. 1

    Describe it precisely

    Say what is wrong, exactly where, since when, and whether it is getting worse.
  2. 2

    Add photos or a short video

    Take them in good light, and note how many you are sending.
  3. 3

    Offer access times

    Say when someone can come in, and ask for notice before they do.
  4. 4

    Ask for a reply by a date

    A few days for routine repairs, much sooner for heat, water, gas, electrics or security.
  5. 5

    Keep copies

    Keep the letter, your photos and every reply together.

Don't stop paying rent or make the repair yourself and deduct it unless you are sure the local law allows it; the rules vary a lot. In New York City, read how to file an HPD complaint through 311 and can I withhold rent.

Local rules we checked

Rules change and local laws can add more. Follow the source link before you rely on one.

  • New York City

    If your landlord doesn’t make a repair, you can file a maintenance complaint with HPD through 311, online or by phone; HPD can inspect and issue violations.

    Source
Fact-checked October 24, 2026

A written record of a repair request, usable anywhere. The New York City line follows Roofy’s fact-checked HPD and 311 guide (2026-10-12). Rights to withhold rent or repair and deduct vary widely and are not suggested here.

Sources

  1. Apartment Maintenance Complaint (KA-01074) · NYC311 (accessed October 12, 2026)
  2. Report a Quality or Safety Issue · NYC Department of Housing Preservation and Development (HPD) (accessed October 12, 2026)

General information, not legal, tax or financial advice. Rules change; confirm with the agency or a professional before you act.