Email to a landlord for repairs, rent or moving out
The boiler has been broken for a week, the rent will be a few days late, or you are moving out and want your deposit back. Writing to your landlord in email gives you a dated record if things go wrong. This prompt has your todo.is agent write a polite, clear email with the facts, dates and what you are asking for, and list the photos or documents to attach.
The prompt
- Write an email to my landlord [LANDLORD NAME] about [THE SITUATION] at [PROPERTY ADDRESS]. Details: [DATES, WHAT HAPPENED, WHAT YOU ALREADY DID]. Ask for [WHAT YOU WANT THEM TO DO] by [DEADLINE]. Polite and factual, no threats, under 170 words, with a subject line that includes the address. List the photos or documents I should attach. If this is a repair, add one line asking them to confirm when someone will come. If there is a rule in [YOUR CITY OR COUNTRY] I should know about, such as how fast urgent repairs or deposit returns must be handled, search for it and give me a plain-words summary with links, separately from the email. Save the email as a Gmail draft and do not send it.
What to change
- [LANDLORD NAME]: E.g. "Mr Davies" or the letting agency name.
- [THE SITUATION]: E.g. "a broken boiler", "rent paid 5 days late this month", "return of my deposit" or "my notice to move out".
- [PROPERTY ADDRESS]: E.g. "Flat 3, 14 Kings Road".
- [DATES, WHAT HAPPENED, WHAT YOU ALREADY DID]: E.g. "no hot water since 2 Nov, reported by phone on 3 Nov, no visit yet".
- [WHAT YOU WANT THEM TO DO]: E.g. "send an engineer", "accept rent on the 8th" or "return my deposit".
- [DEADLINE]: E.g. "Friday" or "within 10 days".
- [YOUR CITY OR COUNTRY]: E.g. "Manchester, UK" or "Ontario". Used to look up tenant rules.
Example result
- Sample 1: repair request
- Subject: Urgent repair: no hot water at Flat 3, 14 Kings Road
- Dear Mr Davies,
- Since Sunday 2 November the boiler at Flat 3, 14 Kings Road has stopped working, so we have no heating or hot water. I phoned your office on 3 November, but no one has been able to come yet.
- Could you please arrange for a heating engineer to visit by Friday 7 November? Please let me know the day and time so I can make sure someone is home.
- I have attached a photo of the error code on the boiler display.
- Thank you,
- Aisha Khan
- 07000 000000
- Sample 2: rent will be late
- Subject: Rent for November, Flat 3, 14 Kings Road
- Dear Mr Davies, my salary is being paid late this month, so I will pay November's rent on Saturday 8 November instead of the 1st. I am sorry for the delay. This is a one-off, and December's rent will be paid on time.
- Sample 3: deposit return after moving out
- Subject: Deposit return, Flat 3, 14 Kings Road
- Dear Mr Davies, I moved out and returned the keys on 30 September. The flat was cleaned and I have attached the check-out photos. Could you please confirm when my deposit will be returned, and list any deductions you plan to make?
- Attach
- • Photos with dates (damage, meter readings, check-out condition)
- • Your tenancy agreement page that covers the issue, if relevant
- Good practice
- • Keep every message in writing, even after a phone call
- • Be polite even when frustrated. These emails may be read by a deposit service or tribunal later
- Tenant rules differ by city and country. For serious disputes, contact a local tenant advice service.
How to do it with todo.is
- Copy the prompt and fill in your landlord, the situation and the dates.
- Paste it into todo.is and attach photos or your tenancy agreement.
- You get the email plus a short summary of tenant rules where you live, with links.
- Send it, then ask your agent: "remind me on Friday at 6 pm if the landlord has not replied".
Tips for a better result
- Always follow a phone call with an email that summarizes it. Phone calls leave no record.
- Take photos with the date visible, or keep the original files, which store the date.
- Ask for a specific action and date, not just "please fix this".
- Do not stop paying rent because of a repair problem without local advice. In many places it can count against you.
email to a landlord: FAQ
- How do I write a formal email to my landlord? Use a clear subject with the address, state the issue with dates, say what you want and by when, and stay polite. Attach photos or documents.
- Is an email to a landlord legally valid notice? It depends on your tenancy agreement and local law. Some notices, such as moving out, must be in a specific form, so check your contract and local rules.
- How long does a landlord have to fix something? It depends on where you live and how urgent it is. Heating, water and safety problems usually need faster action. Ask your agent to look up your local rules.
- Can todo.is find tenant rules for my city? Yes. Your agent searches official and tenant advice sites and gives you a plain summary with links. It is general information, not legal advice.
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