Email to Request Maintenance from Your Landlord
Something's broken in your apartment and you need your landlord to fix it. A well-documented email does more than a verbal complaint — it creates a paper trail, which matters if the issue escalates. These emails are polite but firm, and they protect your rights as a tenant.
The Documented & Professional Request
Subject: Maintenance Request — [Issue] at [Unit/Address]\n\nHi [Landlord Name],\n\nI'm writing to report a maintenance issue in my unit at [address]. The [specific issue — e.g., kitchen faucet has been leaking steadily since Monday, water heater is not producing hot water] and it needs attention.\n\nI've attached photos for reference. Could you please arrange for a repair at your earliest convenience? I'm available for access on [dates/times].\n\nPlease let me know the expected timeline. Thank you.
Suggested Subject Line
Maintenance Request
Alternative Versions
Firm & Rights-Aware
Subject: Urgent Maintenance Required — [Issue]\n\nDear [Landlord],\n\nI'm writing to formally report a maintenance issue that requires immediate attention: [description]. This issue [affects habitability / poses a safety concern / is causing property damage].\n\nPer [state/local tenant law], I'm requesting this be addressed within [timeframe]. I've documented the issue with photos (attached) and am available for access on [dates].\n\nPlease confirm receipt and your plan of action within 48 hours.
Polite & Friendly
Subject: Maintenance Help Needed — [Unit]\n\nHi [Landlord Name],\n\nI hope you're well. I wanted to let you know about an issue in my unit — [description]. It started [when] and [impact on daily life]. I've attached a couple of photos so you can see what I mean.\n\nWould it be possible to have someone take a look soon? I'm flexible on timing and happy to coordinate. Thank you!
Short & Factual
Subject: Repair Needed — [Specific Issue] at [Address]\n\n[Landlord Name],\n\nReporting a maintenance issue: [specific problem]. It needs repair. Photos attached. I'm available [dates/times] for access.\n\nPlease let me know when to expect a repair visit. Thanks.
When to Use This
Send this as soon as the issue arises. Always include photos and specific dates (when it started, when you're available). This email creates the paper trail you need if the issue isn't addressed in a reasonable timeframe.
What Not to Say
Don't make threats in the first email. Avoid vague descriptions like "something's wrong with the plumbing." Don't attempt DIY repairs that could make you liable. And don't just mention it in passing when you see your landlord — put it in writing.