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How to Write A Letter or Email to Your Landlord – With 7 Samples

Whether you need to request repairs, complain about your neighbors, or make a simple request, writing a letter or email to your landlord can be beneficial in all kinds of different situations. 

In this article, we’ll walk you through some tips for writing your landlord and offer a series of sample templates you can use as guidelines for your own correspondence. 

Basic tips for crafting a successful letter or email

Any time you write a letter or email to your landlord, keep your language clear and concise to eliminate any potential for confusion. Include relevant details such as the date of writing, the dates of any instances referenced within the letter, and your contact information and unit number.

Depending on your reason for writing a letter, you may wish to cite the details of your lease or the tenant laws in your state. If your landlord is flaky, reminding him that you know your rights may be enough to spur him into taking action. 

To write or to email? 

Both posted letters and emails can be effective ways to communicate with your landlord, and in many ways they’re interchangeable. Email is faster, and allows you to keep a clear record of your communications. And it’s easy to keep multiple parties in the loop on one email conversation.

Mailing a letter can be a great way to reinforce your request or message, especially if your landlord has been unresponsive. Make sure to include your return address so your landlord has no excuse not to write you back.

Whichever communication method you choose, the sample letters below are designed to serve just as well as for email or a mailed letter.

Sample Templates

The following templates cover various common scenarios in which a letter to your landlord may be helpful or even required. Don’t be afraid to adjust your letter’s tone to best suit your relationship with your landlord.

Intention to vacate

When you decide to move out of your apartment, you must give notice to your landlord. Check your lease agreement to see how many days of advance notice you are obligated to provide. If you have a good relationship with your landlord, you may wish to give early notice so he has plenty of time to find new renters.

In the letter, you should state the date you plan to vacate and remind the landlord that you wish to have your security deposit returned. You can offer to do a walk-through to assess the condition of the unit. Don’t forget to share your forwarding address so your landlord can get in touch with you in the future, if necessary. 

You can use the template below to craft your letter.

[Date]

Dear [Landlord’s Name]

I am writing to inform you that I will be vacating my rental at [rental address] on [date you will move out].

I’m confident that you’ll find the unit in excellent condition. As such, please send my refundable security deposit in the amount of $________  to the following address:

[Your forwarding address]

If you wish to discuss this or schedule a walk-through of the unit, you can reach me at XXX-XXX-XXXX.

Best Regards,

[Your Name]

Request for Security Deposit

In some states, your landlord isn’t required to return your security deposit unless you request it. Each state has different rules stipulating how long your landlord has to return your deposit. 

The following was written in the context of California law. Make sure to adjust the following template to conform to the laws in your state.

[Date]

Dear [Landlord’s Name]

I wish to request that you return my security deposit in the amount of $________, which I paid for the rental at [rental address]. 

I expect to receive my deposit within 21 days, as stipulated by California state law. I vacated my rental on MM/DD/YYYY and thus expect to have my deposit returned no later than MM/DD/YYYY.

Please send payment to the following address:

[Your forwarding address]

If you have any questions or concerns, you can reach me at XXX-XXX-XXXX.

Best Regards,

[Your Name]

Request for Repairs

When it comes to repairs on your rental, it’s wise to create a paper trail of your requests in case there are ever issues regarding maintenance in the future.

In your letter, state the date the issue began, describe the problem in detail, and outline a timeline for arranging repairs.

If you have already requested maintenance and the issue is ongoing or has yet to be repaired, writing a letter is a great way to follow up and remind your landlord that you are still expecting a resolution. Don’t be afraid to pressure your landlord by referencing state laws or the terms of your lease regarding maintenance.

The following is a template you can use for a standard maintenance request. 

[Date] 

Dear [Landlord’s Name]

I am writing to inform you that the bathroom sink in my rental unit located at [rental address] has been leaking into the vanity cabinet since [date the issue started]. I have been unable to fix the problem on my own and request that it be evaluated by a professional.

I appreciate your arranging to have this repaired as soon as possible. I can make myself available to let a technician into the rental any day this week after 2 PM. Please let me know when the technician will be arriving.

If you wish to discuss this issue further, you can reach me at XXX-XXX-XXXX. 

Best Regards,

[Your Name]

Following up on request for repairs

In some instances, you may contact your landlord over the phone to request repairs rather than writing a letter, especially if the issue is urgent. In this case, it’s wise to write a follow-up letter confirming what you discussed to ensure that there is a record of the problem.

Use the following template to craft your own follow-up letter.

[Date]

Dear [Landlord’s Name],

I am writing to follow-up on the repairs we discussed over the phone on [MM/DD/YYY]

As you know, on [MM/DD/YYY], the faucet in the kitchen sink of my unit, #_______, began leaking. 

I contacted a plumber and had the faucet replaced. The cost of the repair came to $123.75. 

As we agreed, I would appreciate it if you could send a check reimbursing me for that amount within 10 days.

Thanks for your assistance with this issue. 

Best Regards,

[Your Name]

Paying the rent late

A well-crafted letter explaining why your rent is late and offering solutions can be a powerful tool for staying on your landlord’s good side and lessening the penalties that typically accompany late payment.

Use the following sample to craft a letter to your landlord regarding late rent payment. 

For additional tips on managing this situation, check out our article on how to tell your landlord the rent will be late.

[Date]

Dear [Landlord’s Name],

I’m writing to inform you that my rent payment will be late this month.

I was recently laid off from my job and won’t be able to make the payment on time. I have applied for unemployment benefits, but it may take up to 2 weeks before I receive my first payment.

I can pay $500 on the due date, and I will pay the remainder of the rent as soon as I receive my first unemployment check. I’ve also picked up some freelancing gigs and am actively interviewing for new jobs to avoid this problem next month.

Please let me know if this payment plan will work for you.

I understand that my late payment may have negative repercussions on your financial situation, and I’m very sorry for the inconvenience. I’m working diligently to ensure this never happens again.

Best Regards,

[Your Name]

Paying the rent late due to COVID-19

If COVID-19 is affecting your ability to make rent payments, you can use the template below to propose a solution to your landlord. Don’t forget to tailor it to fit your unique situation.

[Date]

Dear [Landlord’s Name],

I’m wondering if it would be possible to work out a payment plan for this month’s rent.

I have recently been furloughed from my job due to COVID-19, and I won’t be able to pay the rent in full by the due date.

I have applied for unemployment benefits, and I am looking for online consulting gigs to ensure I can pay on time next month.

Additionally, my employer has promised to rehire me as soon as we are through the COVID-19 situation. While I don’t know when that will be, I can assure you that my unemployment situation is temporary.

Please let me know if there is any possibility of working out a payment plan. I’m keen to make this work for both of us.

Best Regards,

[Your Name]

Complaint about neighbors sample letter

If noisy neighbors are causing you to lose sleep at night, it may be worthwhile to have your landlord intervene. 

Ideally, a civil conversation will be all it takes to come to a resolution, but in extreme cases, having noise complaint letters on file might assist your landlord in building a case for eviction.

Before you draft the letter, review your lease agreement to see what it says about noise issues. It may be helpful to quote the language on your lease in your letter to your landlord.

Below is a noise complaint template letter to help you get started.

[Date] 

Dear [Landlord’s Name]

I am writing to make a formal complaint about noise from the tenants in unit #_______. 

My lease states that building quiet hours are between 10 PM and 6 AM. However, these neighbors are consistently playing loud music well past midnight. The noise is impeding my ability to sleep and thus my ability to do my job. 

I have spoken with these individuals three times this month on [MM/DD/YYYY], [MM/DD/YYYY], and [MM/DD/YYYY], but the issue is still ongoing. I would really appreciate it if you could speak with them regarding the noise. If we cannot resolve this situation I will be forced to begin looking for a new apartment.

Thank you in advance for attending to this matter.

Best Regards,

[Your Name]

A Final Word

There are countless scenarios in which a letter to your landlord can come in handy. Whether you’re making a complaint, seeking assistance, or following-up on a telephone conversation, a clearly written letter can help you resolve issues and advocate for yourself as a tenant.

Remember, letters create a paper trail for both you, your landlord, and others to refer back to time and again. In the off-chance that you ever end up in a formal dispute, you’ll be glad to have this record of correspondence to reference.