Maintenance Request Template
Maintenance Request Template
Template for tenants to report repairs — creates a paper trail and records the date of report
Recording the Date of Report
Recording the date of every repair request is essential. Under Section 11 of the Landlord and Tenant Act 1985 and the Homes (Fitness for Human Habitation) Act 2018, landlords must carry out repairs within a reasonable time of notification. Awaab's Law statutory timescales (14 days to investigate, 7 days for emergency hazards) currently apply to social housing landlords only — check GOV.UK for the latest position on any private rented sector extension.
Repair Response Timescales — Good Practice
- Emergency hazard (immediate risk to health/safety): Respond and begin investigation within 24 hours
- Serious hazard (damp, mould, structural): Investigate promptly and complete repairs within a reasonable time
- Other repairs: Respond and arrange repair within a reasonable time
Maintenance Request Form
(For tenant to complete and send to landlord/agent)
Tenant Details
- Tenant name: _________________________
- Property address: _________________________
- Contact phone: _________________________
- Contact email: _________________________
- Date of report: __________
Repair Details
- Location of problem: [Room/area] _________________________
- Description of problem:
_________________________
_________________________
_________________________ - How long has this been a problem? _________________________
- Priority: Emergency (immediate risk) / Urgent (within 7 days) / Routine
- Has this been reported before? Yes / No — If yes, date: __________
Access Arrangements
- Best times for access: _________________________
- Any access restrictions: _________________________
- Key held by agent? Yes / No
Photographs
Please attach photographs of the problem if possible. Photographs should be dated and clearly show the issue.
- Photos attached: Yes / No — Number of photos: __________
Landlord/Agent Response Section
(For landlord/agent to complete)
- Date received: __________
- Acknowledged to tenant on: __________
- Contractor instructed: Yes / No — Contractor: _________________________
- Appointment date: __________
- Works completed: __________
- Completion confirmed to tenant: Yes / No — Date: __________
Record Keeping
Keep a copy of every maintenance request and response. Under Section 11 LTA 1985 and the Homes (Fitness for Human Habitation) Act 2018, you may need to demonstrate when a hazard was reported and how quickly you responded. Good records are your best defence in any dispute or enforcement action.
Disclaimer
Guidance only. Landlord Handbook provides practical information to help landlords understand their responsibilities. It is not legal or financial advice. Always check the latest GOV.UK guidance and seek professional advice where appropriate.