How to report repairs to your landlord (with a template)

Report it in writing

Phoning is fine for emergencies, but always follow up in writing: by email, through your landlord's online repairs form or app, or by letter. A written report gives you a date and a record that can't be disputed later.

What to include

• your name, address and tenancy or account number;
• each problem, which room it's in, and when it started;
• how it's affecting you, for example health problems, rooms you can't use, or damaged belongings;
• anyone in the home who is particularly at risk, such as young children, older people, pregnant women or someone with a health condition;
• photos, if you can attach them;
• a request for a reference number and a date for the repair.

A template you can copy

Subject: Repair request – [your address]

Dear [landlord name],

I am the tenant at [your address] (tenancy/account number [number]).

I am reporting the following problems, which need repairing:
1. [Problem, e.g. black mould on the bedroom ceiling and walls] – [room] – noticed since [date]
2. [Problem] – [room] – since [date]

These problems are affecting us because [e.g. my son has asthma which has got worse / we can't use the back bedroom / clothes and bedding have been ruined].
[Name any vulnerable people in the household.]

Please confirm you have received this report, give me a repair reference number, and tell me when you will inspect and carry out the repairs. I understand that, under Awaab's Law, you must investigate potential significant hazards within 10 working days.

I have attached photos.

Yours sincerely,
[Your name]
[Phone number]
[Date]

Keep a record

Keep a simple diary: each date you reported something, how, who you spoke to, the reference number, and what happened next (an inspection, a missed appointment, a temporary fix). Take dated photos now, and again if things get worse.

If nothing happens

1. Chase it in writing, quoting your reference number.
2. Make a formal complaint through your landlord's complaints process.
3. If you're still unhappy, go to the Housing Ombudsman (England), or the Public Services Ombudsman for Wales.

Or, once it's been 3 months or more, check if you can claim.