Repair request letter
By Justin Winter · Updated August 22, 2026
The short answer
A dated repair request is the low-conflict first step, and it protects you if the problem is not fixed. Send it Certified, $12.99 all-in: USPS records when it was mailed and tracks it to delivery. Preview the exact pages free. This template is not legal advice.
The math
The math on one certified letter.
| Option | Cost | Your time |
|---|---|---|
| paperplane, Certified Mail | $12.99, all in | About two minutes |
| At the counter | USPS fees, plus printing, an envelope and the trip | About ten minutes at the counter, plus the drive and the line |
USPS charges the same fees whoever hands the letter over. The difference is the trip, the form and the slip you keep for a year.
Most repair requests never need to be a formal legal step — a phone call or a text gets the job done. This letter is for the requests that are worth documenting: a repair that's been reported before without action, an issue serious enough that you may need proof later, or simply a landlord who is easier to reach by mail than by phone. Sending it Certified costs a little more than a text, but it puts a date on the record that neither side can dispute afterward.
Why this is the first step, not the last one
A routine repair request is deliberately low-conflict. It states the problem, asks for a fix within a reasonable time, and offers to schedule access — nothing about withholding rent, breaking the lease, or habitability violations. That tone matters: if the repair does get made, you never need to reference the letter again. If it doesn't, you now have a dated record showing you asked first, which is exactly what most state habitability statutes require before a tenant can take a stronger remedy like repair-and-deduct, rent withholding, or reporting the unit to code enforcement.
What to include
Be specific about the problem and when it started — "the kitchen faucet has been leaking steadily since August 10" documents better than "the faucet is broken." Name the exact unit and address, give a way to reach you to schedule access, and ask for the repair within a reasonable time rather than naming a hard deadline (unless your lease or local law specifies one). Keep photos or a log of when you first raised the issue for your own records — the letter doesn't need to include them, but you may want them if this escalates.
If nothing happens after you send it
Give it a reasonable window — what counts as reasonable depends on the severity of the issue and your state law, anywhere from a few days for something urgent like no heat or water to a few weeks for a minor cosmetic repair. If the repair still isn't made, the next step is usually a more formal habitability or mold complaint letter, which is written to trigger the specific legal remedies your state allows.
How it works
- Open the template, fill in the address, the issue, and how to reach you.
- Pay $12.99 (Certified) — the letter mails the next business day.
- You get a tracking number and mailing receipt as proof it was sent and delivered.
We screen content for threats, fraud, and impersonation only — a routine repair request is fine. This template is a tool, not legal advice; habitability rules, notice periods, and tenant remedies vary by state and city, so confirm yours before relying on any specific timeline or right.
Keep reading
Questions before you send
Why not go to the post office myself?
You can, and if your time is free it costs less. USPS charges the same fees whoever hands the letter over; paperplane does not replace the post office, it replaces the trip. The mailing record comes from USPS, not from us. $12.99 covers the printing, the envelope, PS Form 3800, a USPS address check before you pay and a handoff the next business day. For a letter you already know how to send, the counter is a fine choice.
What if they refuse the letter?
USPS tracking records what happened to it, including refused or unclaimed. You still have the mailing record. Rules on what that means vary, so check with your court or an attorney if a deadline depends on it.
If something goes wrong, do I pay?
If we cannot mail the letter, the hold on your card is released and you are not charged. If a letter fails after your card is charged, you are refunded automatically and in full.
Do I need to send this by certified mail, or can I just text my landlord?
A text or email is often fine for routine, non-urgent repairs. A mailed, dated request is worth the extra step when the issue is significant, has already been reported verbally without action, or might become a habitability dispute later.
What if the repair is not made?
If a reasonable amount of time passes without action, our habitability/mold complaint letter template is the next, more formal step, since it starts the clock most states require before further remedies.
Is this legal advice?
No — it is a template, not legal advice.