Report a defect in your rented flat in writing

Prompt for a factual written defect report to your landlord or letting agent with a date for a reply. Paste it into an AI tool of your choice, which then words the report.

Topic: Emails & letters
Type: Template
Level: Beginner
Time: about 6 min

Results depend on the tool, the model and what you enter.

Result preview

Example: written by our editors, not real AI output.

Subject: Repair request, 12 Linden Street, 2nd floor left Dear Ms Berg, Since the 3rd of this month, the living room radiator has stayed cold even with the valve fully open. Photos of the thermostat are attached. Please have it checked and let me know by Friday next week when a technician can come. I'm at home on weekdays from 4 pm. Kind regards Tom Weber

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DefectWhat is broken or wrong?

SinceSince when has it been there?

DetailsName, address, flat, phone

Your prompt

Write a factual defect report to my landlord or letting agent.
Defect: [Defect]
Since when: [Since]
My details:
<details>
[Details]
</details>
Content: subject line with address and flat, exact description without exaggeration, reference to the attached photos, request to fix it or reply by a specific date, offer of access times. No threats and no statements about rent reduction or other legal consequences; just point out that I can ask a tenants' advice service about that.

Take particular care to describe the defect exactly and without exaggeration and claim no legal consequences.

Before you answer, check: Are all instructions met? If key information is missing or a placeholder in square brackets is still in the text, ask instead of guessing. Mark assumptions as assumptions.

This is an instruction for an AI, not the result itself.

Where this prompt works

These AI tools are a good fit for this prompt:

How to use it

Fill in the fields or tap a suggestion. Leave out names, addresses and other personal data.
Copy the finished prompt into an AI tool of your choice.
Take dated photos, send the report in a way you can prove, and keep a copy.

Why does this work?

A written, factual report with a date and photos records when the defect was known. Without threats the relationship stays relaxed and the repair comes sooner.

Tips

This is help with wording, not legal advice. Your rights depend on your country and tenancy agreement; a tenants' advice service can help.
In a dangerous situation, such as a gas smell or burst pipe, call the emergency service or the agent's emergency number first.

You may use our prompts freely, including at work. Please do not republish them as your own collection. We give no warranty for AI results; check them yourself. Terms of use

Report a defect in your rented flat in writing

Result preview

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Where this prompt works

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Tips

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