Maintenance Request
Ask your landlord to fix a problem in your rental with a dated, written request that describes each repair and how to reach you.
Includes 30 days of edits
- 5 to 20 minutes
- Print-ready PDF
What is a Maintenance Request?
A maintenance request is a written notice from a tenant to a landlord or property manager asking for repairs. It identifies the rental, describes each problem and where it is, says how urgent it is, and explains when and how the landlord can get in to do the work.
Putting a repair request in writing matters. In most states, a landlord's duty to make repairs, and many of a tenant's legal options when repairs are not made, depend on the landlord first receiving notice of the problem. A dated letter or email creates a record of exactly what you reported and when, which is far more reliable than a phone call or a hallway conversation if a dispute ever comes up.
This request is written in a calm, factual tone that keeps the relationship cooperative. It can list several issues at once, note earlier reports that went unanswered, flag problems that affect health or safety, and include a short section the landlord can use to record when the work was scheduled and completed.
When to use it
- Something in your rental is broken, leaking, not working or unsafe.
- You reported a problem by phone or text and want a written record of the request.
- An earlier repair request has gone unanswered and you want to follow up formally.
- A problem affects heat, water, electricity, security or another essential service.
- Your lease requires repair requests to be made in writing.
What is included
- Tenant, landlord and property details
- Itemized list of each repair with location and urgency
- Date each problem was first noticed
- Health and safety impact statement
- History of earlier reports
- Permission to enter and access instructions
- Requested response date
- Optional landlord work-order section
How to make your Maintenance Request
Answer the questions
Tell us about the parties and the terms you want. Most documents take about 5 to 20 minutes.
Review the preview
Check the draft as you go and change any answer. The document updates instantly.
Download, sign and keep a copy
Download a print-ready PDF, sign it with the other parties, and give everyone a copy.
Frequently asked questions
Why should I put a repair request in writing?
A written request shows exactly what you reported and when. In many states, a landlord's legal duty to make repairs begins once the landlord has notice of the problem, and tenant remedies often depend on proof of that notice. Keep a copy of every request you send.
How long does a landlord have to make repairs?
It varies. Many states require repairs within a reasonable time, and some set specific time frames, often shorter for problems that threaten health or safety, such as no heat or water. Your lease may also set a process. Check your state and local rules for the deadlines that apply to you.
What counts as an emergency repair?
Generally, anything that poses an immediate risk to health, safety or property: a gas smell, flooding, no heat in cold weather, a broken exterior lock, sparking outlets or a sewage backup. For a true emergency, call your landlord or the emergency maintenance line right away, and call 911 or the utility company when there is danger, then follow up in writing.
Can I withhold rent if my landlord does not make repairs?
Some states allow rent withholding, repair-and-deduct or other remedies for serious problems, but only if strict conditions are met, such as proper written notice and a waiting period. Withholding rent without following your state's rules can lead to eviction. Consider speaking with a local tenant organization or an attorney before taking that step.
Does my landlord need permission to enter for repairs?
Most states require landlords to give reasonable advance notice before entering a rental for non-emergency repairs, and some set a minimum notice period. You can use this request to give permission in advance and to say when you are available, which often speeds things up.
How should I send a maintenance request?
Use whatever method your lease specifies. If it does not say, email or an online portal gives you a timestamp, and certified mail with a return receipt gives you proof of delivery. Keep copies of the request and any photos you attach.
What if I caused the damage?
You should still report it promptly so it does not get worse. Landlords are usually responsible for normal wear and tear, while tenants are commonly responsible for damage they, their guests or their pets cause beyond normal wear and tear. Your lease explains how those costs are handled.
Can my landlord retaliate against me for asking for repairs?
Many states prohibit landlords from retaliating against tenants who request repairs or complain to housing authorities, for example by raising the rent, cutting services or starting an eviction soon afterward. The protections and time frames vary, so check your state's law if you are concerned.
