Landlord Letter Template: 24 Samples for Common Situations

[Date]

[Landlord’s Name]
[Landlord’s Address]

Subject: Request for Repair at [Your Address]

Dear [Landlord’s Name],

I am writing to request a repair at my rental property located at [Your Address]. The [Describe the issue, e.g., leaky faucet in the bathroom] is [Describe the problem, e.g., constantly dripping] and is causing [Explain the consequence, e.g., a waste of water and increased water bill].

I would appreciate it if you could arrange for a qualified professional to inspect and repair the issue as soon as possible. Please let me know when I can expect someone to come by.

Thank you for your prompt attention to this matter.

[Date]

[Landlord’s Name]
[Landlord’s Address]

Subject: Urgent Repair Request – Heating Malfunction at [Your Address]

Dear [Landlord’s Name],

I am writing to report that the heating system at my rental property located at [Your Address] is not functioning properly. [Describe the problem, e.g., The heat is not turning on at all, or the heat is intermittent]. This is a significant concern, especially with the current cold weather.

I request that you arrange for immediate repairs to the heating system. Please contact me as soon as possible to schedule a time for a technician to assess and fix the problem. This is impacting the habitability of the dwelling.

Thank you for your urgent attention to this important matter.

[Date]

[Landlord’s Name]
[Landlord’s Address]

Subject: Urgent Repair Request – Plumbing Issue at [Your Address]

Dear [Landlord’s Name],

I am writing to report a significant plumbing issue at my rental property located at [Your Address]. [Describe the problem, e.g., The toilet is overflowing and will not stop, there is a significant leak under the sink]. This is creating a potentially hazardous situation and requires immediate attention to prevent further damage.

I request that you arrange for a plumber to address this issue urgently. Please contact me immediately to schedule a time for repairs.

Thank you for your prompt response.

[Date]

[Landlord’s Name]
[Landlord’s Address]

Subject: Repair Request – [Appliance Name] Malfunction at [Your Address]

Dear [Landlord’s Name],

I am writing to inform you that the [Appliance Name, e.g., refrigerator, dishwasher, oven] at my rental property located at [Your Address] is not functioning properly. [Describe the problem, e.g., The refrigerator is not cooling, the dishwasher is leaking].

As this appliance is essential for daily living, I request that you arrange for a qualified technician to inspect and repair it as soon as possible. Please let me know when I can expect someone to come by.

Thank you for your prompt attention to this matter.

[Date]

[Landlord’s Name]
[Landlord’s Address]

Subject: Request for Pest Control at [Your Address]

Dear [Landlord’s Name],

I am writing to request pest control services for my rental property located at [Your Address]. I have noticed [Describe the pests, e.g., mice, cockroaches, ants] in the [Describe the location, e.g., kitchen, bathroom, basement].

I believe it is necessary to address this issue promptly to prevent further infestation. Please arrange for a professional pest control service to inspect and treat the property as soon as possible.

Thank you for your prompt attention to this matter.

[Date]

[Landlord’s Name]
[Landlord’s Address]

Subject: Request for Landscaping/Yard Maintenance at [Your Address]

Dear [Landlord’s Name],

I am writing to request landscaping or yard maintenance for the property located at [Your Address]. [Describe the issue, e.g., The grass is overgrown, the bushes need trimming, there is excessive weed growth].

As this is impacting the curb appeal of the property and [if applicable, mention lease terms about landscaping], I request that you arrange for landscaping services to address this issue.

Thank you for your prompt attention to this matter.

[Date]

[Landlord’s Name]
[Landlord’s Address]

Subject: Response to Rent Increase Notice – [Your Address]

Dear [Landlord’s Name],

I am writing in response to your rent increase notice dated [Date of Notice] for the property located at [Your Address]. The notice indicates a rent increase to $[New Rent Amount] effective [Date of Increase].

[Choose ONE of the following options:]

[Option 1: Agreeing to the Increase] I acknowledge the rent increase and agree to pay the new rent amount of $[New Rent Amount] beginning on [Effective Date].

[Option 2: Negotiating the Increase] I would like to discuss the proposed rent increase. [Explain your reasoning, e.g., The increase seems excessive compared to market rates in the area, or My financial situation makes it difficult to accommodate this increase]. I would appreciate the opportunity to negotiate a more manageable rent increase.

[Option 3: Challenging the Increase – Consult with a Legal Professional FIRST!] I am challenging the rent increase because [Explain your reasoning, citing specific laws or lease terms if applicable, e.g., The increase does not comply with local rent control laws, or The notice was not provided with sufficient notice as required by my lease].

Please contact me at your earliest convenience to discuss this matter further.

[Date]

[Landlord’s Name]
[Landlord’s Address]

Subject: Lease Renewal Request – [Your Address]

Dear [Landlord’s Name],

I am writing to express my interest in renewing my lease for the property located at [Your Address]. My current lease expires on [Expiration Date].

I have been a tenant at this property since [Start Date] and have consistently paid my rent on time and maintained the property in good condition. I am happy with the property and would like to continue living here.

Please let me know the terms for a lease renewal, including the proposed rent, lease duration, and any other changes to the current lease agreement. I would appreciate receiving this information as soon as possible so I can make an informed decision.

Thank you for your time and consideration.

[Date]

[Landlord’s Name]
[Landlord’s Address]

Subject: Notice of Intent to Vacate – [Your Address]

Dear [Landlord’s Name],

Please accept this letter as formal notification that I will be vacating the property located at [Your Address] on [Date of Vacate]. This date is [Number] days/months from today, fulfilling the [Number] day/month notice requirement as outlined in my lease agreement.

I will ensure the property is left in clean and good condition, as stipulated in my lease. Please provide instructions regarding the return of my security deposit. My forwarding address is [Your Forwarding Address].

Thank you for your time.

[Date]

[Landlord’s Name]
[Landlord’s Address]

Subject: Request for Reasonable Accommodation (Disability) – [Your Address]

Dear [Landlord’s Name],

I am writing to request a reasonable accommodation under the Fair Housing Act due to my [Describe your disability, generally, e.g., disability, mobility impairment]. I require the following accommodation to fully use and enjoy my dwelling: [Specifically describe the accommodation you need, e.g., a ramp installed at the entrance, permission to have an assistance animal].

[Optional: Briefly explain why the accommodation is necessary, e.g., The ramp will allow me to enter and exit my home safely and independently. The assistance animal will help me manage my anxiety and perform daily tasks.]

I am prepared to provide documentation from my healthcare provider if necessary to verify my disability and the need for this accommodation.

Thank you for your consideration of this request. Please contact me to discuss this matter further.

[Date]

[Landlord’s Name]
[Landlord’s Address]

Subject: Request for Sublet Approval – [Your Address]

Dear [Landlord’s Name],

I am writing to request your approval to sublet my apartment located at [Your Address] for the period of [Start Date] to [End Date]. I will be [Briefly explain reason for subletting, e.g., traveling for work, going on sabbatical].

I have identified a prospective subtenant, [Subtenant’s Name], who is [Describe subtenant, e.g., a responsible professional]. I have attached [Subtenant’s Name]’s application, including background check information.

I understand that you have the right to approve or deny this request based on reasonable grounds. I am happy to provide you with any additional information you require.

Thank you for your time and consideration.

[Date]

[Landlord’s Name]
[Landlord’s Address]

Subject: Complaint Regarding Noise Disturbance – [Your Address]

Dear [Landlord’s Name],

I am writing to complain about excessive noise coming from the apartment next to mine, located at [Neighbor’s Apartment Number] in the building at [Your Address]. The noise typically occurs [Describe when the noise occurs, e.g., late at night, early in the morning] and consists of [Describe the noise, e.g., loud music, shouting, stomping]. This noise is consistently disruptive and makes it difficult for me to [Explain the impact, e.g., sleep, work from home].

I have [State if you have already contacted the neighbor, e.g., not yet contacted, spoken to] the neighbor about the noise. [If applicable: State their response, e.g., They were apologetic, but the noise continues, They were unresponsive].

I would appreciate it if you could intervene to address this issue and ensure that all tenants adhere to the building’s noise policies.

Thank you for your attention to this matter.

[Date]

[Landlord’s Name]
[Landlord’s Address]

Subject: Request for Clarification of Lease Terms – [Your Address]

Dear [Landlord’s Name],

I am writing to request clarification regarding a specific clause in my lease agreement for the property located at [Your Address]. I am referring to section [Section Number] which states: “[Quote the section of the lease that you need clarification on]”.

I am unsure of the interpretation of this clause and would appreciate it if you could provide further explanation. Specifically, I would like to understand [Ask specific questions about the clause, e.g., Does this mean I am responsible for X? Does this clause apply to Y situation?].

Thank you for your time and assistance in clarifying this matter.

[Date]

[Landlord’s Name]
[Landlord’s Address]

Subject: Notice of Intent to Terminate Lease Due to Unsafe Conditions – [Your Address]

Dear [Landlord’s Name],

I am writing to inform you of my intent to terminate my lease agreement for the property located at [Your Address] due to unsafe and uninhabitable conditions.

Specifically, the following conditions exist: [Describe in detail the unsafe conditions, e.g., significant mold growth throughout the apartment, structural damage to the building, persistent lack of hot water]. These conditions [Explain how the conditions impact habitability, e.g., pose a health risk to my family, make the apartment uninhabitable, violate local building codes].

I have previously notified you of these issues on [Date(s) of previous notifications] and have not seen adequate corrective action. [If you have photos/videos, mention them]. Due to the severity of these issues, I am exercising my right to terminate the lease under [Cite relevant state or local laws].

I will be vacating the property on or before [Date of Vacate]. I request a full refund of my security deposit. Please provide instructions for returning the keys and conducting a final walkthrough.

I regret that I am forced to take this action, but the unsafe conditions make it impossible for me to continue living at the property.

Sincerely,
[Your Signature]
[Your Typed Name]

[Date]

[Landlord’s Name]
[Landlord’s Address]

Subject: Request for Security Deposit Return – [Your Address]

Dear [Landlord’s Name],

I am writing to request the return of my security deposit in the amount of $[Amount of Deposit] for the property located at [Your Address]. I vacated the property on [Date of Vacate].

As per my lease agreement and [Cite relevant state laws regarding security deposit returns], you are required to return the security deposit, less any legitimate deductions for damages beyond normal wear and tear, within [Number] days.

I believe the property was left in clean and good condition, consistent with the terms of my lease. Please provide an itemized list of any deductions you intend to make from the security deposit, as required by law.

My forwarding address is [Your Forwarding Address]. Please send the security deposit refund to this address.

Thank you for your prompt attention to this matter.

[Date]

[Landlord’s Name]
[Landlord’s Address]

Subject: Dispute of Security Deposit Deductions – [Your Address]

Dear [Landlord’s Name],

I am writing to dispute the deductions you made from my security deposit for the property located at [Your Address]. I received your itemized list of deductions on [Date of List].

I am specifically disputing the following deductions:

* [Deduction 1]: $[Amount] for [Reason given by landlord]. I dispute this because [Your reason for disputing the deduction, e.g., This was pre-existing damage, This is normal wear and tear, I have photos proving the condition].
* [Deduction 2]: $[Amount] for [Reason given by landlord]. I dispute this because [Your reason for disputing the deduction].

I request that you reconsider these deductions and return the disputed amount of $[Total Disputed Amount] to me at my forwarding address: [Your Forwarding Address].

I am prepared to provide further evidence to support my claims, including photographs and previous correspondence.

If I do not receive a satisfactory response within [Number] days, I will consider pursuing further legal action to recover the disputed amount.

[Date]

[Landlord’s Name]
[Landlord’s Address]

Subject: Request for Copy of Lease Agreement – [Your Address]

Dear [Landlord’s Name],

I am writing to request a copy of my current lease agreement for the property located at [Your Address]. I have misplaced my copy and require one for my records.

Please provide me with a copy of the lease as soon as possible. You can [State how you want to receive the copy, e.g., email it to me at [Your Email Address], mail it to my address].

Thank you for your assistance.

[Date]

[Landlord’s Name]
[Landlord’s Address]

Subject: Complaint Regarding Violation of Privacy – [Your Address]

Dear [Landlord’s Name],

I am writing to complain about a recent violation of my privacy at the property located at [Your Address]. On [Date], [Explain what happened, e.g., you entered my apartment without proper notice, you showed my apartment to potential tenants without my permission, a maintenance worker entered my apartment without prior notification].

[Explain why you believe this was a violation of your privacy, citing lease terms or local laws if possible]. This action was a clear violation of my right to privacy as a tenant.

I request that you refrain from entering my apartment or allowing others to enter without providing me with proper [State the required notice period, e.g., 24-hour] notice, as required by [State the law or lease term requiring notice].

I expect you to respect my privacy and adhere to the terms of our lease agreement.

[Date]

[Landlord’s Name]
[Landlord’s Address]

Subject: Request to Add Tenant to Lease – [Your Address]

Dear [Landlord’s Name],

I am writing to request that [New Tenant’s Name] be added to the lease agreement for the property located at [Your Address].

[New Tenant’s Name] will be residing at the property with me. [He/She] is [Describe new tenant, e.g., a responsible working professional] and is prepared to provide all necessary information for a background check and credit check.

I understand that you have the right to approve or deny this request. Please let me know what information you require from [New Tenant’s Name] to process this request.

Thank you for your time and consideration.

[Date]

[Landlord’s Name]
[Landlord’s Address]

Subject: Notice of Water Damage at [Your Address]

Dear [Landlord’s Name],

I am writing to inform you of water damage at my rental property located at [Your Address]. On [Date], I discovered [Describe the source and extent of the water damage, e.g., a leak in the ceiling in the living room, significant water damage on the floor in the bathroom].

[Describe any immediate actions you took to mitigate the damage, e.g., I placed buckets to catch the water, I turned off the water supply].

This water damage is [Explain the impact of the damage, e.g., causing mold growth, damaging my belongings, potentially affecting the structural integrity of the building].

I request that you investigate the source of the water damage and take immediate steps to repair it and prevent further damage. Please contact me as soon as possible to schedule a time for repairs.

Thank you for your prompt attention to this matter.

[Date]

[Landlord’s Name]
[Landlord’s Address]

Subject: Request to Install [Safety Device, e.g., Security Camera] at [Your Address]

Dear [Landlord’s Name],

I am writing to request permission to install a [Safety Device, e.g., security camera, doorbell camera] at my rental property located at [Your Address]. Specifically, I would like to install it [Describe the location, e.g., above the front door, on the porch].

My reason for wanting to install this device is [Explain your reasoning, e.g., to improve security and deter crime, due to recent incidents in the neighborhood].

The [Safety Device, e.g., security camera] will be [Describe the features, e.g., recording only the exterior of the property, not recording audio]. I am willing to comply with any reasonable restrictions you may have regarding its use and placement.

I believe this will enhance the safety and security of the property for myself and other tenants. Thank you for considering my request.

[Date]

[Landlord’s Name]
[Landlord’s Address]

Subject: Formal Complaint Regarding Landlord Conduct – [Your Address]

Dear [Landlord’s Name],

I am writing to lodge a formal complaint regarding your conduct as my landlord. On [Date(s)], you [Describe the specific instances of inappropriate conduct, e.g., entered my apartment without notice, made inappropriate or harassing comments, failed to respond to urgent repair requests].

This conduct is unacceptable and constitutes [Explain why the conduct is problematic, e.g., a violation of my right to privacy, harassment, negligence]. [Cite specific lease terms or laws if applicable].

I demand that you cease this behavior immediately. I expect you to [State what you want the landlord to do, e.g., provide proper notice before entering my apartment, address the outstanding repair issues, refrain from making inappropriate comments].

I am prepared to pursue further legal action if this behavior continues. I am documenting all incidents.

Sincerely,
[Your Signature]
[Your Typed Name]

[Date]

[Landlord’s Name]
[Landlord’s Address]

Subject: Request to Terminate Lease Early Due to Family Emergency – [Your Address]

Dear [Landlord’s Name],

I am writing to request the termination of my lease agreement for the property located at [Your Address] due to an unforeseen and urgent family emergency. My lease is currently scheduled to end on [Lease End Date].

Due to [Briefly describe the family emergency without disclosing overly personal details, e.g., a serious illness of a close family member, a required relocation to care for a relative], I need to relocate immediately to [New Location].

I understand that breaking my lease may incur penalties. I am willing to [State what you are willing to do to mitigate the landlord’s losses, e.g., forfeit my security deposit, continue paying rent until a new tenant is found, assist in finding a suitable replacement tenant].

I am attaching [Optional: Attach supporting documentation if possible, e.g., a doctor’s note, a letter from a family member].

I understand this is a difficult request, and I appreciate your understanding and consideration during this challenging time.

[Date]

[Landlord’s Name]
[Landlord’s Address]

Subject: Request for Smoke Detector Maintenance at [Your Address]

Dear [Landlord’s Name],

I am writing to request maintenance for the smoke detector(s) at my rental property located at [Your Address]. [Describe the issue, e.g., One of the smoke detectors is beeping intermittently, indicating a low battery, I am unsure if the smoke detectors are functioning properly].

It is crucial for the safety of all residents that the smoke detectors are in proper working order. Please arrange for someone to inspect and maintain the smoke detectors as soon as possible.

Thank you for your prompt attention to this important safety matter.