How to Write a Housing Disrepair Letter
If you’ve reported a repair to your landlord or housing association and nothing’s happened, a phone call often isn’t enough. A formal housing disrepair letter puts your complaint in writing, creates a clear paper trail, and starts the clock on how long your landlord has to respond. This guide walks you through exactly what to include, gives you a ready-to-use template, and explains what to do if you’re still ignored.
Why a formal disrepair letter matters
Verbal complaints are easy to forget, deny, or lose track of. A written letter (or email) does three important things:
- Creates evidence — a dated, written record proving you reported the issue
- Starts a legal timeline — most landlords and housing associations have a set period to respond once formally notified
- Strengthens your case later — if you need to escalate to the Housing Ombudsman or take legal action, having a documented history is essential
Without this paper trail, it’s your word against theirs. With it, you have proof.
What to include in your housing disrepair letter
A strong disrepair letter should cover:
- Your details — full name, address, and tenancy reference number
- A clear description of the problem — what’s wrong, where it is in the property, and how long it’s been going on
- Dates of previous contact — when you first reported it, and to whom (phone, email, in person)
- Evidence — mention that photos or videos are attached or available on request
- A reasonable deadline — typically 14–21 days for a response or repair to begin
- A clear next step — state that you’ll escalate the complaint if there’s no response by the deadline
Being specific and factual (not emotional) makes your letter harder to ignore and easier to act on.
A simple housing disrepair letter template
You can copy and adapt this template for your own situation:
Dear [Landlord/Housing Association Name],
I am writing regarding an ongoing repair issue at [your address], tenancy reference [reference number].
On [date], I first reported [describe the issue, e.g. “a leak in the bathroom ceiling”] to [name/department]. Despite this, the issue remains unresolved as of today.
This disrepair is affecting [briefly explain impact, e.g. “my ability to use the bathroom safely” or “my child’s health due to damp and mould”]. I have attached photos as evidence.
I would appreciate a response within 14 days confirming when this repair will be carried out. If I do not hear back or see action taken within this time, I will escalate this complaint to the Housing Ombudsman Service.
Please treat this as a formal notice of disrepair.
Yours sincerely, [Your name] [Date]
Keep a copy of this letter and note the date you sent it — you’ll need this if you escalate later.
What happens after you send the letter
Once your letter is sent, most landlords or housing associations are expected to respond within a reasonable timeframe — often stated in your tenancy agreement or their own complaints policy.
If they respond: they should confirm a plan and timeline for the repair.
If they don’t respond, or the repair still isn’t carried out:
- Send a follow-up referencing your original letter and its deadline
- Keep records of every contact attempt (dates, names, responses)
- Consider escalating to the Housing Ombudsman Service if you’re a social housing tenant, or seeking advice from Shelter
Escalation isn’t about being difficult — it’s the system working as intended when informal steps have failed.
How Tenants Advice can help
If you’ve sent a disrepair letter and you’re still being ignored, you don’t have to handle it alone. At Tenants Advice, we help council and housing association tenants understand their rights, draft escalation letters, and navigate the complaints process — including guidance on our complaints procedure if your issue needs to go further.
Getting the wording and process right the first time can save weeks of back-and-forth. If you’re stuck, get in touch with us and we’ll help you take the next step.
Further reading: Housing Ombudsman Service
