How a Maintenance Request Works in an Apartment

A maintenance request is the official process for telling your landlord or property manager about something in your apartment that needs repair. Most landlords let you submit requests by phone, online portal, or email. Emergencies like broken heat, flooding, or gas leaks are handled within 24 hours, while more routine issues may take a few days.

This guide explains when and how to submit a request, what counts as an emergency, and what to do if your landlord doesn’t respond.

Apartment Maintenance Request Guide

What Problems Don’t Need a Maintenance Request?

Not every issue requires a formal request—some are simple fixes renters can handle themselves. Simple fixes may include:

• Replacing light bulbs
• Changing appliance filters
• Tightening knobs or handles
• Plunging a minor clog
• Fixing your own property (e.g., furniture)

If you’re on the fence about whether an issue is up to you to fix, try sending your landlord a message to inquire.

Things That Require a Maintenance Request

For any issues beyond minor repairs or those listed as your responsibility in the lease agreement, submit a maintenance request. This includes:

• Plumbing leaks or recurring clogs
• Electrical problems like faulty outlets
• HVAC breakdowns
• Broken appliances provided by the landlord
• Damaged locks, windows, or doors
• Malfunctioning smoke detectors or other safety hazards

Tip: Always check your lease. Some landlords specify which repairs are the tenant’s responsibility.

What Routine Maintenance Does a Landlord Handle?

There are specific maintenance tasks your landlord or property manager might handle that don't require a formal request. These typically involve:

• Fire extinguisher inspections: Most landlords are responsible for scheduling regular inspections of fire extinguishers.
• City inspections: Depending on your location, your apartment might be subject to periodic inspections by city officials. Your landlord will usually handle scheduling and preparing for these inspections.
• Annual inspections: Some landlords perform their own annual inspections to check the overall condition of the apartment and identify any potential issues.

Remember, if you're unsure whether an issue requires a maintenance request, always refer to your lease agreement or consult with your landlord/property manager.

When Should I Submit a Maintenance Request?

Submit a request as soon as you notice the problem. Waiting can make the issue worse and may even make you responsible if the damage spreads.

• Emergencies: Call the after-hours hotline or emergency number immediately.
• Non-urgent issues: Submit through the portal, email, or phone during business hours.

What Counts as a Maintenance Emergency?

Some issues require immediate action, not a standard request. Emergencies typically include:

• Major water leaks, burst pipes, or flooding
• Loss of heat or air conditioning during extreme weather
• Electrical outages that affect safety (sparks, smoke, exposed wiring)
• Gas leaks or strong odor of gas
• Fire damage or smoke hazards
• Broken locks, doors, or windows that compromise security

In these situations, call your landlord’s after-hours hotline or emergency number right away. Don’t wait until business hours. Fast reporting protects your safety and can prevent further property damage.

How Do You Submit a Maintenance Request?

Landlords usually provide instructions when you sign your lease. Common methods include:

Make a Phone Call

• Best for urgent or emergency issues
• Note the date, time, and who you spoke with

Use an Online Portal

• Many apartments let you log requests, upload photos, and track progress
• Provides a written record

Write an Email

• Good for non-urgent issues
• Include your unit number, detailed description, and photos

After Hours Requests

• Reserved for emergencies like floods, no heat in winter, or security concerns
• Numbers are usually posted online or in your lease paperwork \

What If My Landlord Ignores My Maintenance Request?

It's important to communicate effectively with your landlord regarding maintenance requests. We wrote a guide on what to do if your apartment is uninhabitable, but here are some more tips to help you out. If you’ve submitted a request and nothing happens, take these steps:

1. Follow up – Call or re-submit online.
2. Send a formal notice – Write a dated letter or email summarizing the issue and your attempts to fix it.
3. Contact local housing officials – City housing departments can inspect and issue violations if necessary.
4. Seek legal help – Tenant advocacy groups or attorneys can advise on rights, including rent withholding (varies by state).

Here's a template you can use for the formal notice:

Your Name Your Apartment Number

Date

Landlord Name Property Management Company (if applicable) Address

RE: Maintenance Request - [Brief Description of the Issue]

Dear [Landlord Name],

This letter serves as a formal follow-up to my initial maintenance request, submitted on [Date of initial request] through [Method of initial request], regarding [Brief description of the issue]. In my request, I detailed the issue as follows: [Detailed description of the issue, including location and any relevant details].

Unfortunately, I haven't received a response to my initial request. I kindly request that you acknowledge my request and provide a timeline for when the issue will be addressed.

Please feel free to contact me at [Your phone number] or [Your email address] to discuss this further.

Thank you for your time and attention to this matter.

Sincerely,

[Your Signature (if sending a physical copy)]

Please note: This is a template and should be adjusted based on your specific situation. It is recommended to consult with a tenant advocacy organization or legal professional for specific guidance if needed.

Do Renters Ever Pay for Repairs?

Most repairs are covered by your landlord, but tenants may be charged if:

• The issue was caused by misuse or negligence (e.g., flushing items that cause clogs)
• Cosmetic damage was caused by the renter (holes in walls, broken blinds)
• The lease specifically makes the tenant responsible (like replacing HVAC filters)

Always review your lease so you know where responsibilities fall.

How Are Maintenance Requests Handled in Different Buildings?

• Luxury Apartments: Often have 24/7 on-site staff, meaning repairs are fast and professional.
• Standard or Smaller Buildings: Requests may take longer if handled by a single landlord or part-time manager.

Knowing what type of building you live in sets realistic expectations.

Looking for a New Apartment?

If you’re moving into a new apartment or your first apartment, consider using our tools to help you get started. We allow you to choose your ideal budget, location, and amenities, and then flex those choices in order to view even more options. Take our easy quiz to get started.

FAQs About Apartment Maintenance Requests

What is the fastest way to submit a maintenance request?

Calling is fastest, especially in emergencies, so make sure to keep a list of emergency numbers. For non-urgent issues, online portals are efficient and leave a paper trail.

How long should I wait for repairs?

Emergencies must be fixed within 24 hours in most states. Non-urgent issues may take 1–7 business days, depending on complexity.

Can my landlord enter without notice to make repairs?

Usually no. In most states, landlords must give 24 hours’ notice except during emergencies.

What if a repair isn’t done properly?

Document the issue, resubmit your request, and follow up. If it’s still unresolved, escalate with local housing authorities.

Can I withhold rent if repairs aren’t made?

In some states, yes—but only after following legal steps. Check local laws or talk with a tenant advocacy group before withholding rent.