Sending a clear, polite repair request helps tenants get timely maintenance and creates a record if problems persist. This guide explains how renters in Newfoundland and Labrador can write a repair request letter that describes the problem, states when access is available, and asks for a reasonable timeline. It also covers what to include—dates, photos, and any previous attempts to notify the landlord—and practical steps if you do not get a response. The template below is written in plain language for everyday renters and includes tips for delivery, documentation, and when to file an official application with the Residential Tenancies Tribunal[1]. Follow these steps to protect your right to a safe, habitable rental home.
Preparing your repair request
Before you write, check whether the issue is a routine repair or an emergency. Routine problems follow normal timelines while urgent health or safety concerns need immediate attention. See provincial guidance on Routine Repairs in Rental Units: Tenant and Landlord Responsibilities and for urgent matters check Emergency Situations and Repairs: Tenant Rights and Responsibilities. Also review the Residential Tenancies Act for Newfoundland and Labrador to confirm your rights and timelines[2].
What to include in the letter
- Date of the letter and the date the problem began.
- Your full name, unit address, and best contact information.
- Clear description of the problem and exact location in the unit (for example, "kitchen sink leaking from pipe under sink").
- Photos or videos of the problem and any damage, with short captions and dates.
- Record of any previous notices you gave the landlord (dates and method: text, email, in person).
- A reasonable request for when you ask the repair be completed (for example, "within 7 days" for a serious leak).
- Preferred method of delivery and your intention to file an application with the Residential Tenancies Tribunal if the issue is not resolved.
Official forms tenants may use
- Application to the Residential Tenancies Tribunal (Form RT-1) — used to ask the Tribunal to order repairs, or to resolve disputes when a landlord does not fix an issue. Example: after two written requests and no action, file this application to seek an order for repairs and possible cost recovery.
Sample repair request letter
Date: [YYYY-MM-DD]
To: [Landlord or property manager name]
Address: [Landlord mailing or email address]
Re: Repair request for [unit address]
Dear [Landlord name],
I am writing to request repairs at the above address. On [date problem began] I noticed the following problem: [clear description of the issue and location]. I have attached photos showing the issue. This problem affects habitability because [brief reason, e.g., water damage, lack of heat].
Please arrange repairs within a reasonable time, ideally within [number] days, and let me know when a contractor will access the unit. I am available on [days/times]. If I do not hear from you or the problem is not fixed, I will consider filing an application with the Residential Tenancies Tribunal.
Thank you,
[Your name]
[Phone and email]
How you deliver your letter matters: send by email and by recorded mail or keep a dated copy if you hand it in person. If the issue affects your ability to stay safely in the unit, seek temporary alternative housing if needed; you can also search for alternative rentals if relocation becomes necessary — Find rental homes across Canada on Houseme.
FAQ
- How long should I wait for a repair?
- There is no single number for every situation; reasonable time depends on severity. Emergencies (gas leaks, no heat in winter, major water leaks) require immediate action, while non-urgent repairs may be expected within days to a few weeks. If the landlord does not act, follow up in writing and consider an application to the Tribunal.
- What if my landlord does not respond to the repair request?
- Send a dated follow-up, keep copies, and if there is still no response you can file an application with the Residential Tenancies Tribunal for an order to make repairs and possibly recover costs. Document all contact attempts and evidence before filing.[1]
- Can I hire someone and deduct the cost from rent?
- Do not withhold rent or unilaterally deduct costs without Tribunal approval. In limited cases the Tribunal may allow a tenant to arrange repairs and deduct reasonable costs if the landlord was given notice and failed to act; get a Tribunal order first where possible.
How-To
- Note the date, your contact details, and the unit address at the top of the letter.
- Describe the repair needed clearly, including location, symptoms, and when it started.
- Attach photos or videos and list any previous attempts to notify the landlord.
- State when you are available for access and request a specific timeline for repairs.
- Send the letter by email and recorded mail or keep proof of delivery, and keep copies for your records.
- If the landlord does not respond within your stated timeline, file an application with the Residential Tenancies Tribunal and attach your letters and evidence.
Key Takeaways
- Describe the problem clearly and attach dated photos.
- Send the request in writing and keep proof of delivery.
- If the landlord does not act, use the Residential Tenancies Tribunal with your documentation.
Help and Support / Resources
- Residential Tenancies Division - Government of Newfoundland and Labrador (forms and filing)
- Residential Tenancies Act, Newfoundland and Labrador
