Who this applies to
This guide is for private tenants, council tenants, housing association tenants, and social housing tenants. Reporting routes may differ, but the basic record-keeping principle is the same: make the repair problem clear and keep proof that it was reported.
What counts as a repair issue worth reporting
Report issues that affect the condition, safety, or normal use of the home. This can include damp and mould, leaks, heating or hot-water problems, unsafe electrics, damaged windows or doors, structural cracks, pest problems linked to disrepair, drainage issues, or recurring repairs that have not been properly resolved.
What to include in a written repair report
- Your name, address, and contact details.
- The affected room or part of the property.
- When the problem started or when you first noticed it.
- Photos or videos, if available.
- Any previous repair references or missed appointments.
- A request for confirmation that the repair has been logged.
Example structure for a repair report
Use a simple structure rather than a legal letter template. Start with the address and the repair issue. Add a short paragraph explaining what is wrong and when it started. Add a list of affected rooms or items. Attach photos. End by asking for confirmation, a repair reference, and the next inspection or repair step.
If the problem is damp or mould, our guide on a landlord not fixing damp or mould explains what to keep after the first report.
What to do now
- Send the report by email, online portal, letter, or another channel you can record.
- Keep a copy of the message and any automatic acknowledgement.
- Save photos in date order.
- Write down any phone call summary immediately after the call.
- Follow up if you receive no reply or if the promised appointment does not happen.
- Keep your tone factual and avoid threats or exaggerated wording.
How to follow up if you receive no response
Send a short follow-up that refers to the original report date and asks for the repair reference, inspection date, or next action. If there is still no progress, check the landlord's complaints process. For council and housing-association tenants, the Housing Ombudsman may become relevant after the landlord's complaints process has been used or where the process is not followed.
What evidence helps
The most useful evidence is dated and easy to follow. Keep photos, messages, repair numbers, appointment notes, and a record of how the problem affects daily life. Our housing disrepair evidence checklist gives a fuller list.
When to escalate
Escalation may be sensible when repairs are ignored, inspection appointments are missed, temporary fixes fail, or serious hazards continue. If the issue relates to a council or housing association, see the guide on what to do when a council or housing association is not repairing your home.
Useful official sources
- Shelter: repairs and housing conditions
- Citizens Advice: repairs and housing conditions
- Housing Ombudsman: make a complaint
Check your housing disrepair situation
ClaimGrid can help you organise the basic facts of your repair issue and understand what information may be useful next.
Start a Housing Disrepair Enquiry