Maintenance Requests: How to Fix It Without a Hitch!

Home is where the heart is — but it’s also where the leaky faucets, creaky floorboards, and flickering lights are! Whether you rent an apartment or house, maintenance issues are bound to pop up.  

That’s why knowing how to submit maintenance requests properly is an essential skill every renter should have. This ensures that repairs get handled swiftly, smoothly, and without unnecessary frustration.  

So, let’s dive into the nuts and bolts of submitting maintenance requests like a pro! 

Step 1: Know what counts as a maintenance request 

Before you hit “send” on an urgent email about a burnt-out lightbulb, take a moment to assess the situation. Not every issue requires an official maintenance request — you can handle some fixes on your own, like resetting a tripped circuit breaker or replacing a smoke detector battery.  

However, if the issue involves plumbing, electrical work, heating and cooling, structural integrity, or potential safety hazards, it’s time to draft that request! If you’re unsure, consult your lease agreement and contact your landlord or property manager to clarify what falls under maintenance responsibilities. 

Step 2: Check your rental agreement 

Each property has its own rules and preferred methods for submitting maintenance requests. Some landlords prefer an online portal, while others may request a formal email or a phone call. That’s why you need to check your lease agreement, which should provide details on how and where to submit your request. 

If there’s an emergency — such as flooding, electrical failures, or a broken heater in the dead of winter — there may be a specific emergency hotline to call. Always be aware of the difference between routine maintenance and urgent matters that require immediate attention. 

Step 3: Be clear and specific in your request 

Now that you’ve determined that a maintenance request is necessary, it’s time to put on your best communicator hat. Providing detailed information about the problem will help your landlord or maintenance team understand the issue faster and resolve it efficiently. 

A good request includes: 

• A clear description: Instead of saying, “My sink is acting weird,” try, “The kitchen sink is leaking underneath the cabinet, causing water to pool.” 

• The exact location: Specify whether the issue is in the bathroom, kitchen, or a particular bedroom. 

• Photos or videos (if applicable): A picture is worth a thousand words, especially when it comes to hidden leaks or broken appliances. 

• Your availability: If the maintenance team needs access to your home, let them know the best times to visit. 

Step 4: Use the right communication channels 

You wouldn’t send a message in a bottle to report a broken dishwasher (though that would be an adventure!). Use the communication method specified by your landlord. In fact, some properties use online portals where renters can track progress, while others prefer a simple email or phone call. 

If your landlord prefers written requests, be sure to include: 

• Your full name 

• Your unit or apartment number 

• A detailed description of the issue 

• A request for a timeframe (if needed) 

• Any necessary attachments like pictures or videos 

By using the correct channel, you can ensure that your maintenance request doesn’t get lost in the shuffle. 

Step 5: Follow up, but be patient 

Rome wasn’t built in a day, and sometimes, neither are repairs. If you haven’t heard back in a reasonable timeframe, it’s okay to follow up politely. A simple email or phone call asking about the status of your maintenance request is completely appropriate. 

However, keep in mind that some repairs require scheduling with outside contractors, ordering parts, or coordinating multiple tasks. While you wait, try to be flexible and understanding — landlords want a well-maintained property too. 

Step 6: Prepare for the maintenance visit 

Once your maintenance request is confirmed and scheduled, it’s time to prepare for the visit. Tidy up the area around the repair site so maintenance workers can access it easily. Clear away any clutter, move furniture if necessary, and ensure the space is well-lit so they can assess the issue quickly.  

Additionally, be available to answer any questions about the issue if required. In case you won’t be home, communicate this in advance and make arrangements for access — whether by leaving a key with the landlord or coordinating with a neighbor. Taking these small steps can speed up the repair process and allow maintenance workers to resolve the issue more efficiently. A little preparation goes a long way in making the process smoother and stress-free. 

Step 7: Provide feedback when necessary 

After the job is done, it’s always helpful to give feedback, especially if something isn’t quite right. This is even more important if the issue persists, or the repair wasn’t completed to your satisfaction. So, don’t hesitate to communicate any of these things with your landlord or maintenance team. 

On the flip side, if the repair was handled quickly and professionally, a quick thank-you email can go a long way in building a positive relationship with your landlord. Everyone appreciates a little gratitude! 

Submitting maintenance requests doesn’t have to be a headache. With clear communication, a little patience, and the right approach, you can ensure your rental stays in top shape without unnecessary stress. Knowing how to navigate the process helps keep your home safe, comfortable, and running smoothly — just the way it should be. 

So, the next time your sink starts dripping or your heater takes an unexpected vacation, you’ll be ready to submit a maintenance request like a seasoned pro.