How to Document Repairs and Communicate with Your Landlord
3 min read.
When something breaks in your rental, it’s essential to let your landlord know right away. But just as important is documenting the issue and having clear communication. Doing so not only helps get repairs done faster but also protects you as a tenant in the event of disputes.
In this article, we’ll cover how to properly document repairs and the best way to communicate with your landlord.
Take Photos and Videos of the Problem
As soon as you notice a problem, whether it’s a leaky faucet, broken appliance, or damaged wall, take clear photos or videos. Visual evidence shows the issue as it really is, helping your landlord or maintenance team understand what needs to be fixed. Ensure that you date the files or save them in a manner that maintains a clear timeline.
Create a Written Record of Every Repair Request
Even if you talk to your landlord in person or over the phone, always follow up with a written record. Sending an email or text message creates proof that you reported the problem and when. Keep copies of all your communications in case you need them later.
Use Clear, Specific, and Professional Language
When describing the issue, avoid vague statements like “the sink is broken.” Instead, clearly explain the problems that need to be resolved. Stay polite and professional, and encourage your landlord to respond quickly and positively.
Keep Track of Repair Progress and Follow Up if Needed
Keep notes on when you reported the problem, what responses you received, and whether any repairs have been completed. If some time passes without updates, send a respectful follow-up message to check on the status. Consistent communication demonstrates that you’re being responsible while keeping the process moving forward.
Save All Records Until Repairs Are Completed
Once the issue is fully resolved, keep your notes, photos, and communication records for a few months afterward, just in case questions come up later about responsibility or damage. Having documentation protects your rights as a tenant.
Clear documentation and respectful communication are key to handling repairs in your rental. By keeping records, sharing details, and following up, you can ensure repairs are addressed quickly while maintaining a positive relationship with your landlord.
References
Ontario, A. C. for T. (2025, February 19). Have a maintenance or repair issue you need your landlord to fix? here’s what you should know - advocacy centre for tenants ontario. ACTO. https://www.acto.ca/have-a-maintenance-or-repair-issue-you-need-your-landlord-to-fix-heres-what-you-should-know/
Making a service request to your landlord. Settlement.Org | Information Newcomers Can Trust. (2021, June 9). https://settlement.org/ontario/housing/rent-a-home/tenant-rights-and-responsibilities/making-a-service-request-to-your-landlord/
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