How to Call Your Landlord About a Repair: Script + Follow-Up Template
A calm, clear script for calling your landlord or property manager about a repair, plus how to document the request and follow up if nothing happens.
Calling your landlord about a problem can feel tense, especially if you're worried about being seen as a difficult tenant. Reporting a repair is a normal part of renting, and clear communication usually gets faster results than hints or long texts.
Check your lease first: it may say how repair requests should be made (for example, through a portal or in writing). A phone call is great for urgent problems and for building rapport, but follow it up in writing so there's a record of when you reported the issue.
For emergencies such as a gas smell, flooding, or electrical hazards, follow safety guidance and contact the appropriate emergency service or utility first. This script is for repairs you'd like scheduled.
What to have ready before you call
- A short description of the problem and when it started
- Photos or video of the issue
- Your lease's section on repairs and how to request them
- Times you're available for someone to visit
- Whether entry is okay if you're not home
Fill-in blanks look like [this]. Use the script builder to fill them in once and get a clean, personalized copy.
The script, step by step
Your opening line
Describe the problem
The [appliance/fixture] in the [room] is [problem], and it started around [date].Specific beats vague. "Leaking under the kitchen sink" is better than "plumbing issue."
Explain the impact
Right now it's [impact, e.g., we can't use the sink / it's dripping into the cabinet].Helps them prioritize.
Mention documentation
I have photos I can send. Where's the best place to send them?Sets up the written record.
Ask for a timeline
When do you think someone can come take a look?Get a day or window.
Coordinate access
I'm available [times]. Is it okay if they come while I'm out, with notice?Agree on access.
Confirm in writing
I'll send a quick message summarizing this so we're on the same page.Then actually send it.
If they push back: calm answers
These are things the other person might say. Read them now so nothing catches you off guard. You can rehearse them in practice mode.
Polite push for specifics.
Stay factual; let an inspection decide.
Self-repairs can create liability; check your lease.
Follow their process.
If you get voicemail
Say your number slowly, and repeat it at the end. More in our voicemail guide.
After the call
- Send a written summary the same day: problem, date reported, photos, availability.
- Keep copies of all messages and photos.
- If the agreed date passes, follow up in writing, referencing your earlier request.
- If repairs are ignored, your local tenant resources can explain your options.
Log names, times, and reference numbers as you go with the free Call Notepad and hold timer.
Frequently asked questions
Should I call or text my landlord about a repair?
Call for urgent issues or when you want a conversation; always follow up in writing to create a record.
What if my landlord ignores the request?
Follow up in writing with dates. Local tenant rights organizations can explain what rules apply where you live.
Can I withhold rent until repairs are made?
Rules on this vary widely by location and can carry serious risks. Don't do this without getting local legal guidance first.
How detailed should my description be?
Specific enough that a repair person knows what to bring: what, where, when it started, and what happens.
Related call scripts
This script is general guidance written to be calm and practical. It is not legal, financial, or medical advice, and policies differ between companies and places. Read the disclaimer.