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Last revision: 11/25/2023
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A Tenant Maintenance Request Letter is used by a Tenant to alert their Landlord or Property Manager to any repairs that are necessary at a rental property. This Request Letter can serve a record that the Landlord was aware of the issue before a Tenant pursues further action, such as completing the repair themselves and deducting the expense from the rent they pay to the Landlord as reimbursement. This letter is used to notify a landlord of property manager of issues with the property that they are responsible for fixing. However, there are some issues with a property that a tenant may be repsonsible for taking care of themselves. For more information about who has the duty to maintain a rented property, please see the guide In a Lease Agreement, who has the Duty to Maintain and Repair?.
This letter can be used for both a Residential Lease Agreement arrangent, where someone is renting a property in which to reside, or a Commercial Lease Agreement arrangement where someone is renting a property in which to conduct business.
How to use this document
This document allows the Tenant to detail and describe any repairs to the property that they would like the Landlord to make. The repairs should be described in as much detail as possible so that the Landlord has all of the information they need in order to make the appropriate plans necessary to complete the repair in a timely manner. This Request Letter gives the Tenant the chance to remind their Landlord of any required notice they must receive prior to the Landlord, as well as contractors and other third parties hired by the Landlord to make repairs, entering the property. This information is generally contained in the lease agreement. The letter includes space for the tenant to describe the repairs as well as a place to note how much notice the landlord must give before they or a contractor on their behalf are allowed to enter the rental property.
Once the letter has been completed, the tenant should send it to the landlord by certified mail so that there is official record of the landlord having received the mail. The tenant should also be sure to save a copy of the letter in their records in case of future dispute.
Repairs and Tenant's rights are dictated by state, city, and local laws and ordinances. More information about laws and statutes controlling the expediency with which repairs must be made and legal action that Tenant's can take if repairs are not made in a timely manner can be found with local tenants' unions and the Housing and Urban Development (HUD) website for each state.
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