How to Report Repairs the Right Way (and Why It Matters)

Stop being ignored - learn the professional way to document repair requests that landlords can't dismiss

"I told them about it ages ago... nothing's happened."

You messaged your landlord. You sent photos. Maybe even followed up once (or twice, or ten times). But the boiler's still broken. The mould's still spreading. The leak? Still leaking.

The real problem? You reported it but not in a way the system takes seriously. In the UK's rental market, it's not enough to say something's broken. You need to report it properly with proof, paper trails, and urgency that can't be ignored.

Why Most Tenants Report Repairs the Wrong Way

Don't feel bad, it's not your fault. Most renters try to report issues like this:

A quick WhatsApp to the agent
A voicemail
A note to the landlord on the way out
A message buried in a tenancy group chat

And what do you get? 🦗 Crickets. 🫥 Silence. 👻 "Oh, we never got that."

Because here's the truth: if it's not written, timestamped, and documented, it's like it never happened. That's how landlords and agents get away with delays.

What UK Law Says About Repairs

You have strong legal protection but you have to activate it correctly.

Section 11 of the Landlord and Tenant Act 1985

Your landlord must repair:

Heating, water, gas, electricity
The structure of the home
Sanitation systems
Exterior walls, doors, windows, drains, etc.

But only after being notified. Unless the issue is in communal areas (like shared stairways), your landlord isn't legally on the hook until you tell them.

Common Tenant Mistakes When Reporting Repairs

Mistake	Why It's a Problem
Verbal notice	No proof. It's your word vs. theirs.
Vague messages	"The tap's being weird" isn't actionable.
No photos/videos	Harder to prove severity or urgency.
No date/time info	Landlord can claim it "just happened"
No follow-up	Easy for them to ignore or forget.

Okay, So What Is the Right Way to Report a Repair?

Here's your golden formula:

1. Be Specific

Describe the issue clearly:

"The boiler isn't heating water. The pilot light is off. No hot water since Tuesday morning."

Avoid vague stuff like: "The heating's not great." "The shower's being annoying." "There's a smell."

2. Include Proof

Take:

Photos from multiple angles
Close-ups of damage
Videos (especially for leaks, noises, or electrical faults)

Bonus tip: Show something that proves scale or urgency. A mould patch beside a ruler. A flood creeping under a door.

3. Add Dates + Impact

Mention:

When it started
How long it's been getting worse
If it's affecting health/safety

"The leak started 4 days ago and has spread to the electrical outlet." "Mould smell is now affecting my asthma."

4. Send It in Writing

Always use a method that gives you:

A timestamp
A copy of the message
A record of delivery

This includes: Email, Official tenant portals, Hello Maintenance, WhatsApp (if screenshots are saved)

5. Follow Up Formally

Don't be afraid to say:

"This is my second written request regarding the broken bathroom light. It was first reported on [date]. Please confirm receipt and action timeline."

You don't have to be aggressive—just documented.

Or Just Use Hello Maintenance (We Handle It All For You)

Let's be real. You're busy. You don't want to research laws or draft emails. You just want the leak gone.

That's where Hello Maintenance comes in. We built the platform to automatically do every step above with receipts and rights built in.

How Hello Maintenance Makes Reporting Easy + Legal

Feature	Why It Matters
📸 Upload photos/videos	Instant visual proof
🕒 Timestamped reports	Legally usable documentation
📩 Notifies landlord directly	No more "we didn't see it"
⚖️ Flags statutory responsibility	Shows if they must fix it under law
🔁 Live status updates	Know when it's being actioned
💸 100% free	Landlord pays, not you

Your Report Is Now a Legal Document

With Hello Maintenance, your report becomes:

📂 A legal-grade paper trail
🧠 A prioritised, categorised issue
🚀 A fast-tracked contractor job
🔒 A shield if blame or delays happen

TL;DR: Stop Chasing. Start Documenting.

Wrong Way	Right Way
Verbal comments	Written message with date/time
No proof	Photos/videos attached
Vague description	Specific details + urgency
Casual tone	Clear, confident, non-aggressive
One-off message	Follow-up with paper trail
Doing it alone	Using Hello Maintenance 💅