Landlord and maintenance issues are among the most common complaints renters have. From broken appliances to persistent leaks, many tenants find themselves frustrated when property managers or landlords ignore their repair requests. But getting results often depends on how you report the issue. Based on years of advice from tenant advocates and volunteers who help renters resolve disputes, this guide walks you through the exact steps to take when your landlord won’t make necessary repairs.
Read: Tenants Fight Back After Illegal Evictions Shake Missouri
Clear Written Communication
Verbal complaints are insufficient. If you want your landlord to take action, you need to send a written request. That can be in the form of a letter, email, or even a text message. What matters is that it’s something you can track and prove. In today’s world, a digital message works just as well as a traditional mailed letter.
Also Read: Landlord Pays $685,000 to Settle Tenant Harassment in California
Be Specific About the Problem
General statements like “the stove isn’t working” can be ignored or misunderstood. Instead, describe the exact issue. For example, say, “The left burner on the stove does not ignite” or “There is a leak under the bathroom sink.” The more specific you are, the harder it is for management to ignore your request or claim they misunderstood it.
Also read: 200-Year-Old Windmill Converted to Family Home Hits Market for £900,000
Create a Paper Trail
Keeping a record of all communication is crucial. Save every email, text, or letter you send and receive. After a phone call, jot down a written message that summarizes the discussion. Should your issue ultimately result in legal action or the need to file a complaint with a city agency, a documented record demonstrates your sincere efforts to resolve the issue.
Also read: Olympia Weighs Limits on Landlord Access to Tenant Screening Data
Include Dates and Times
When you notify your landlord, always include the date and time of your message. If the issue has been ongoing, mention when it started. Such information helps build a timeline of events and shows how long you’ve been waiting for a response. Document the unfulfilled promise of the repair.
Also read: Homeowner Restores 160-Year-Old Door to Original Chestnut Glow with Handwork and Patience
Know When to Escalate the Issue
If you’ve contacted management in writing and nothing changes, it might be time to involve outside help. Local governments often have compliance offices or housing departments that handle complaints about unsafe or unmaintained properties. But before calling them, you’ll need written proof that you gave the landlord a chance to fix the problem.
Also read: New York City Brokers Fight Law Banning Fees for Renters
Use Consumer Advocacy Resources
Organizations like Call for Action offer help to tenants struggling with landlord disputes. Trained volunteers assist renters in navigating their issues, often helping mediate between renters and landlords. If you want their help, you’ll need to fill out a complaint form online. Make sure your documentation is complete before reaching out.
Also read: Lexington County Council Votes to Keep Property Taxes Flat for Homeowners
Be Ready to Answer Key Questions
If you contact an advocacy group or government agency, the first question you’ll face is, “Did you notify the landlord?” “What exactly did you tell them?” “When did you do it?” These questions are meant to confirm that you followed the proper steps. The clearer your answers, the easier it will be to move forward with a complaint.
Also read: Most Affordable U.S. Cities to Buy a Home Today, Study Reveals
Don’t Wait Too Long
Delays can work against you. If you notice a problem, report it right away. Waiting too long may give landlords an excuse to claim they didn’t know or that the issue became worse because of neglect. Acting quickly and documenting everything gives you the strongest chance of getting the repair completed.
Next up: