Repairs Letter Template for Renting

Quick answer

Write to the landlord or letting agent as soon as you notice the repair problem. Include the address, room, issue, date noticed, risk, photos, what you want done, access availability and a request for a written reply. If you reported it by phone, follow up in writing so there is a record.

If the issue is urgent, say clearly why it is urgent. If there is damp or mould, describe the location, spread, possible cause, health impact and any children, older people, disabled people or health conditions affected. If the landlord does not act, chase in writing and consider council escalation.

Who this guide is for

This guide is for private renters in England who need to ask a landlord or letting agent to deal with repairs. It is also useful for landlords and agents who want to understand what a good repair report should include and how to respond properly.

The guide focuses on private rented homes in England. Social tenants, lodgers, supported accommodation residents, student halls residents and people outside England may have different complaint and enforcement routes.

1. When this guide is likely to apply

• there is a leak, damp, mould, broken boiler, no hot water or no heating;
• there are unsafe electrics, broken sockets, exposed wiring or repeated power problems;
• windows, doors, locks, stairs, floors, walls, roof or drains need repair;
• there are pests linked to disrepair or entry points;
• there is sewage, blocked drainage, water penetration or structural cracking;
• the landlord or agent ignored a verbal repair report;
• a contractor attended but the problem was not fixed;
• you need a written record before contacting the council;
• you want to request inspection, repairs, temporary measures or a clear timescale.

2. What this guide does not cover

Some housing problems need urgent specialist routes, not just a letter.

Landlord repair duties

1. Structure and exterior

Landlords are usually responsible for keeping the structure and exterior of the property in repair. This can include walls, roof, gutters, drains, external doors, windows, floors and structural elements.

2. Installations for water, gas, electricity and sanitation

Landlords are usually responsible for keeping in repair and proper working order installations for water, gas, electricity, sanitation, space heating and water heating. This can include boilers, pipework, baths, sinks, toilets, wiring and fixed heating systems.

3. Fitness for human habitation

Rented homes should be fit for human habitation. This means the condition of the property should not make it unsuitable to live in because of serious defects, hazards or conditions affecting health and safety.

4. Damp and mould

Damp and mould should not be dismissed automatically as tenant lifestyle. A landlord should consider leaks, insulation, ventilation, heating, roof defects, gutters, rising damp, penetrating damp and structural causes. Tenants should still use the property reasonably, report problems early and keep evidence.

5. Safety duties

Gas safety, electrical safety, smoke alarms, carbon monoxide alarms, fire safety and HMO standards can be separate duties. If the repair involves safety, say so clearly in the letter.

6. Tenant responsibilities

Tenants usually need to use the property in a tenant-like way, report repairs, avoid causing damage, ventilate and heat reasonably where possible, allow reasonable access for repairs and not block repairs without good reason.

7. Repair duty table

Before you write

1. Make it safe first

If there is immediate danger, act for safety first. A repair letter can wait until the emergency is controlled. For gas smell, carbon monoxide alarm, fire risk, flooding, exposed live electrics or structural danger, use emergency services or emergency repair contacts.

2. Take photos and videos

Take clear photos from close up and further away. Include the room, wall, ceiling, floor or appliance location. For leaks, a short video showing active dripping can be useful. Keep original files with dates.

3. Write down dates

Record when the problem started, when you first noticed it, when you reported it, who you told, and what they said. Repair disputes often turn on dates.

4. Check your tenancy documents

Check the agreement for repair reporting method, landlord address, agent details, emergency contact, access rules and repair responsibilities. Do not rely only on the agreement if the law gives stronger rights.

5. Keep rent and repair issues separate

Do not threaten to stop rent in the first repair letter. Withholding rent can create arrears risk. If you want compensation or rent reduction, raise it carefully after evidence is clear or get advice.

6. Prepare an evidence pack

Repair letter structure

1. Use a clear subject line

Use a subject line such as “Repair request: leak and damp at [address]”. This makes the message easy to find later.

2. Identify the property and tenancy

Give your full address and say you are the tenant. If there are joint tenants, say whether the message is from one or all of you.

3. List repairs separately

Number each problem. If there are several issues, separate them by room and urgency. This helps the landlord give contractors clear instructions.

4. Explain urgency and risk

Say if the issue affects heating, hot water, electricity, security, health, children, older people, disability, asthma, damp, mould, sewage, fire risk or water damage.

5. Ask for specific action

Ask for inspection, repair appointment, temporary measures if needed, and a written timescale. Avoid vague wording such as “sort this out”.

6. Offer access

Give several access times if possible. If you cannot be home, ask how they will arrange keys or contractor attendance lawfully.

7. Ask for written confirmation

Ask the landlord or agent to confirm receipt, next steps and appointment time. This creates a clear record.

8. Structure table

Urgent repairs and hazards

1. Say why it is urgent

Do not just write “urgent”. Explain the risk: no heating, no hot water, unsafe electrics, water near wiring, broken external lock, sewage, collapse risk, serious damp or mould affecting health, or a leak damaging ceilings and floors.

2. Use emergency contacts too

If your tenancy documents provide an emergency contact, use it and then confirm in writing. Keep call logs and screenshots.

3. Ask for temporary measures

If a full repair cannot happen immediately, ask for temporary safety measures, dehumidifier, temporary heater, alternative washing or toilet facilities, lock repair, water isolation or emergency contractor attendance where appropriate.

4. Vulnerable household members

If someone in the home is a child, older person, disabled person, pregnant person or has asthma, respiratory illness or another relevant condition, say so if you are comfortable. This can affect urgency and council assessment.

5. No heating or hot water

State whether all heating or hot water is affected, the date it stopped, boiler error code, whether there are alternative heaters, and whether the weather or health makes the issue urgent.

6. Urgency table

Damp and mould wording

1. Describe the damp type if you can

You do not need to diagnose the cause, but useful details include whether the damp is around windows, external walls, ceilings, floors, chimney breasts, roof edges, plumbing, bathroom, kitchen, cupboards or behind furniture.

2. Do not accept “just ventilate” without investigation

Ventilation can matter, but damp and mould can also be caused by leaks, defective gutters, roof problems, poor insulation, failed damp proofing, cold bridging, broken extractor fans or heating problems. Ask for investigation, not only cleaning advice.

3. Record health impact

Record coughing, asthma, breathing issues, skin irritation, sleep impact, damaged belongings or inability to use a room. If you have medical evidence, keep it safe and share only what is necessary.

4. Ask for source, not just surface treatment

Cleaning and repainting may not fix the cause. Ask for inspection of leaks, ventilation, insulation, heating, gutters, roof, external walls and plumbing where relevant.

5. Keep a photo timeline

Take photos at the same distance and angle over time. This shows whether mould is spreading or returning after cleaning.

6. Damp and mould evidence table

Access and inspections

1. Landlord usually needs reasonable access

Repairs often require inspection and contractor access. Tenants should cooperate with reasonable access requests, but landlords should not turn up without proper notice except in genuine emergencies.

2. Offer realistic times

Give several dates or time windows. If you work shifts, have caring responsibilities or need notice, say so clearly.

3. Ask who will attend

Ask whether the landlord, agent or contractor will attend, what they will inspect and whether they need keys. Keep appointment records.

4. Missed appointments

If a contractor does not attend, record it and ask for a new appointment. If you miss an appointment, apologise, explain and offer alternatives quickly.

5. Access disputes

If the landlord says you are refusing access, respond in writing with the dates you offered. This can be important if the issue later escalates.

6. Access wording table

Follow-up and chaser letters

1. Chase in writing

If there is no response, send a follow-up message. Refer to the first report date, attach the evidence again, explain whether the problem has worsened and ask for a firm appointment.

2. Escalate the tone gradually

Start clear and practical. If ignored, become firmer: mention health risk, evidence, council escalation and advice route. Avoid abusive wording because it can weaken your record.

3. Record failed repairs

If a repair was attempted but failed, say what was done, when the contractor attended and what problem remains.

4. Ask for the repair plan

For complex damp, roof, drainage or structural repairs, ask for a repair plan, not just a visit. Ask what will be inspected, what temporary action will be taken and when permanent works are expected.

5. Use a final repair request before council escalation

Where safe to wait, a final written chaser can help show the landlord had a chance to act before you contact the council.

6. Follow-up table

Council escalation

1. When to contact the council

Contact the council’s private sector housing or environmental health team if disrepair creates a health or safety risk, the landlord ignores repairs, there is damp or mould, unsafe electrics, no heating, serious leaks, structural issues, pests linked to disrepair or licensing concerns.

Related guide: Complain to the Council About a Landlord.

2. What the council may ask for

The council may ask for your tenancy details, landlord or agent details, photos, repair timeline, messages, access offers and information about household vulnerability.

3. What councils can do

Councils can inspect and may use housing health and safety enforcement powers where hazards are found. The exact action depends on the facts, severity, evidence and local authority process.

4. Council complaints are not instant repairs

Council involvement can help, but it may not provide an immediate fix. If the issue is urgent or unsafe, explain the urgency clearly and use emergency routes where needed.

5. Keep the council reference

If you contact the council, keep the reference number, officer name, inspection date and any letters or notices. These can be important evidence later.

6. Council evidence table

Rent, compensation and repair-and-deduct

1. Do not stop rent without advice

Withholding rent can create arrears and possession risk. Even where the landlord is wrong, rent arrears can become a separate problem. Get advice before withholding rent.

2. Rent reduction requests

If a room, heating, hot water, bathroom, kitchen or major service has been unusable, you may ask for a rent reduction or compensation. Keep the request factual and evidence-based.

3. Repair-and-deduct is risky

Tenants sometimes want to arrange repairs and deduct the cost from rent. This can be risky unless a careful process is followed. Get advice first, especially for expensive works, safety issues or disputed responsibility.

4. Disrepair claims

Some serious or long-running repair issues may lead to a disrepair claim. This is a legal route and usually needs advice. Evidence quality matters: notice to landlord, defect, delay, impact and loss.

5. Damage to belongings

If disrepair damaged belongings, photograph damage, keep receipts, record cause and ask the landlord or insurer about the loss. Do not exaggerate the value.

6. Money issue table

Repair letter templates

1. First repairs request

2. Urgent repair request

3. Damp and mould repair request

4. Chaser after no response

5. Failed repair follow-up

6. Council escalation message

7. Rent reduction request after serious loss of use

8. Practical examples

Sources used

This guide was prepared from official guidance, housing advice organisations, local authority repair template examples, legislation and repair standards material. Because repair duties can depend on facts, tenancy type and hazard risk, use current official and specialist advice before taking high-risk steps such as withholding rent, repair-and-deduct, legal proceedings or emergency enforcement.