Guides · Paperwork

How to Ask Your Landlord for a Repair, in Writing

By Reza Kuweiti · October 30, 2026

A clear, written repair request is your best record. Here is how to document the problem, send the request and follow up, with letters you can copy.

1. Document the problem first

Before you write anything, gather proof. Good records make your request clear and hard to ignore.

• Take clear photos or short videos of the problem, close up and from across the room.
• Write down the date you first noticed it and how it affects daily life.
• Save any earlier texts, emails or portal messages about it.
• Keep a simple log: each date, what happened, and who you contacted.

2. Know what your landlord must keep working

In California, your landlord must keep your home "habitable," meaning safe and fit to live in. The state's tenant guidance lists items such as:

• Working plumbing, including hot and cold water
• Heating
• Safe, working electrical wiring and lighting
• Walls and roofs that keep out rain and wind
• Unbroken windows and doors, with working locks
• Working smoke and carbon monoxide detectors
• Pest control for rodents and insects
• Repairs for health hazards, such as visible mold or dampness

Other states have their own rules. If you rent outside California, look for your state's official tenant guide.

3. Write a clear request

California's official tenant guide says to notify the landlord in writing and keep a copy. It also says to describe the problem and the needed repairs in detail. Include:

• Your name, address and unit number
• What is wrong, where it is, and when it started
• How it affects you, for example no hot water
• Days and times the unit can be accessed for the repair
• A date you would like a reply by
• A note that photos are attached

Keep the tone calm and factual. Sign and date it.

[Date]

To: [Landlord or property manager name]
Re: Repair request for [address, unit number]

Hello [name],

I am writing to request a repair at my unit, [address, unit number].

The problem: [describe it, for example "the bathroom sink leaks under the cabinet and the floor is wet"].
Where: [room or area]
First noticed: [date]
How it affects us: [for example "we cannot use the sink, and the cabinet floor is getting soft"]

I have attached photos taken on [date].

The unit can be accessed on [days and times]. Please contact me at [email] to schedule the repair.

Please reply by [date] to confirm when the repair will be made.

Thank you,
[Your name]
[Signature]

4. Send it in a way you can prove

Use the method your lease or landlord asks for, such as email or an online tenant portal. Save a copy or screenshot of what you sent, with the date and any confirmation number.

California's official tenant guide also recommends following an emailed or texted notice with a letter. It suggests certified mail with a return receipt. That is not required by law, but it gives you proof the letter arrived. You can also hand-deliver the letter and ask for a signed, dated receipt.

Keep everything together in one folder: your request, photos, proof of delivery, and every reply.

5. Give a reasonable time, then follow up

How long is reasonable depends on the problem. California's official tenant guide says the law usually considers 30 days reasonable. It adds that a shorter time may be reasonable, depending on the situation.

For example, the guide says one to two days may be reasonable for a broken furnace in very cold weather. Urgent problems call for a faster reply.

If your reply date passes with no answer, send one short follow-up in writing. Refer to your first request by its date.

Hello [name],

I am following up on my repair request dated [date] for [address, unit number]. The problem was: [one-line description].

As of today, [the repair has not been made / I have not received a reply]. [Add any change, for example "the leak has gotten worse."]

Please reply by [date] with the date the repair will be made. A copy of my first request is attached.

Thank you,
[Your name]

California's guidance also says your landlord may not retaliate against you for asking for repairs.

6. If the repair still doesn't happen, get official help

• Your city's code enforcement or building department, or your county health department. California's guidance says the city or county should inspect your home and require the landlord to fix violations it finds. Share copies of your requests and photos.
• Free legal help. Nonprofit legal aid offices help many renters. Find one near you at LawHelpCA.org.
• California Courts Self-Help Guide. selfhelp.courts.ca.gov explains court options and lists free self-help centers.
• Local tenant programs. Some cities also have a rent board or tenant program that handles housing complaints.

7. A word on withholding rent or "repair and deduct"

California law has specific rules for withholding rent, or paying for a repair and taking it out of the rent. The state warns that withholding rent may put you at risk of eviction.

Read California's official tenant guide and talk to a free legal help office before considering either one.

General information only, not legal advice. Tenant rules differ by state and city; check your official state or local tenant guide.