Repair conversations can become strained when a tenant is worried about a problem and the landlord is still arranging a response. A clear process helps both sides understand what has been reported, what will happen next and when an update is due. This practical guide uses current GOV.UK information for private renting in England. Housing rules differ in Scotland and Northern Ireland, and individual cases may need independent advice.
Make the first report useful
Tenants should tell the landlord or managing agent as soon as a repair problem appears. A short written message can help: describe what is wrong, where it is, when it started and whether it is getting worse. A photograph may help explain the issue, but it should not replace reporting an urgent safety concern. Keep a copy of the report and any reply so the dates and agreed next steps are clear.
For a fault that could affect health or safety, such as faulty wiring, contact the landlord promptly and make the urgency plain. If there is immediate danger, use the appropriate emergency service. Do not attempt work that is the landlord’s responsibility unless the tenancy agreement says otherwise.
Acknowledge and set a next step
Landlords should confirm they have received the report, ask focused questions if something is unclear and explain what they will do next. If an inspection or contractor is needed, give a realistic update about the expected timing. If a supplier cannot attend as planned, say so and provide the next update date rather than leaving the tenant to chase. GOV.UK says landlords should tell tenants when they can expect repairs to be done.
Where access is needed, agree a convenient time and follow the applicable notice and access rules. For England, GOV.UK says tenants should normally receive at least 24 hours’ notice for inspection or repairs, except in emergencies. Keep communication respectful and limit messages to the repair and arrangements needed.
Keep one clear record
Use a simple log for the report, acknowledgement, appointment, inspection findings, work ordered, completion and any follow-up. A brief written summary after a call can prevent different recollections. Record delays and explain what is being done to manage them. Do not promise a date until it has been confirmed.
If the repair remains unresolved, use the appropriate formal route and seek help from the local council where relevant. Clear communication cannot replace required repairs, but a timely acknowledgement and honest updates can make the process easier to follow.
Further reading: GOV.UK, Private renting: repairs and Renting out a property: making repairs — https://www.gov.uk/private-renting/repairs and https://www.gov.uk/renting-out-a-property/making-repairs. Checked 26 October 2026.