What to Say When Calling Your Landlord About Repairs
Last updated: March 10, 2026
Why this call feels hard
There's an inherent power imbalance — this person controls where you live, and you don't want to be labeled a "difficult tenant." You worry about retaliation, rent increases, or just being ignored. According to the American Housing Survey, roughly 1 in 3 renters experienced a maintenance issue in the past year that took longer than 30 days to resolve. But here's the reality: repairs are your landlord's legal obligation, not a favor. You're paying rent for a livable space, and you have every right to ask for it to be maintained.
Before you call
- Document the issue — take photos or video with timestamps. This matters if things escalate.
- Note when it started — "since Tuesday" is better than "a while ago"
- Check your lease — look at the maintenance/repair section. Most leases specify how to report issues and the landlord's responsibilities.
- Know if it's urgent — water leaks, no heat in winter, gas smells, broken locks, and mold are typically considered emergencies that require immediate response
- Have your unit number and lease dates handy — especially if you're renting from a management company
Script: Urgent repair
You say
"Hi [landlord's name], this is [your name] in unit [number]. I have an urgent issue — [describe: the pipe under the kitchen sink burst and water is flooding the floor / the heat stopped working and it's below freezing / there's a strong gas smell in the apartment]. This needs to be addressed today. When can someone come out?"
For true emergencies (gas leak, flooding, no heat in winter), if your landlord doesn't respond within hours, you may have the right to call an emergency repair service and deduct the cost from rent. Check your local tenant laws — but document your attempts to reach the landlord first.
Script: Non-urgent repair
You say
"Hi [landlord's name], this is [your name] in unit [number]. I'm calling because [the dishwasher stopped draining / the bathroom faucet has been dripping / the window in the bedroom won't close properly]. It started [when]. I wanted to let you know so we can get it taken care of. What's a good time to have someone come look at it?"
Notice the tone: you're being collaborative, not confrontational. "So we can get it taken care of" frames it as a shared goal. This approach works better than demands — at least for the first call.
Script: Following up on an ignored request
You say
"Hi [landlord's name], this is [your name] again. I called on [date] about [the issue] and I haven't heard back yet. The problem is [still happening / getting worse — describe how]. I need to get this resolved. Can you let me know today when a repair can be scheduled?"
If this is your second or third attempt, add: "I want to get this handled between us, but I do need a response. I'll also be sending this in writing for my records."
If they refuse or keep ignoring you
- Put it in writing. Send an email or certified letter referencing your calls and dates. Written records are essential if you need to escalate.
- Know your tenant rights. In most states, landlords are required to address habitability issues within 14-30 days. Emergency repairs (no heat, water leaks) typically require a 24-48 hour response (Nolo.com). Search "[your state] tenant rights repairs" for specifics.
- Contact code enforcement. Your city or county's building/housing department can inspect and order repairs. This is free and very effective.
- Look into repair and deduct. Some states allow tenants to hire a repair person and deduct the cost from rent — but only if done correctly. Check your local laws first.
- Never withhold rent without legal guidance. Some states allow rent withholding for serious repair failures, but the rules are specific. Get advice from a tenant rights organization first.
Tips
- Always follow up in writing. After every phone call, send a text or email: "Per our call today, you confirmed someone will come to fix [issue] on [date]. Thank you." This creates a paper trail that protects you.
- Be factual, not emotional. "The faucet has been leaking for two weeks and is causing water damage to the cabinet below" is more effective than "I'm so frustrated, nothing ever gets fixed."
- Your landlord has a legal obligation. Repairs to keep a unit habitable aren't optional. If you're nervous about being "difficult," remember: you're asking for what you're already paying for.
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