Putting a request in writing creates a dated record and is often required before legal remedies apply. Fill in a template, review every sentence, then print or copy it.
These are starting points, not legal advice. Some situations require specific wording, delivery methods, or deadlines set by state law or a notice you received. If you have court papers or a termination notice, contact legal aid right away. Nothing you type here is stored or sent anywhere.
Repair request
When to use it: Use when something in your home needs repair. A dated written request is often required before legal remedies such as repair-and-deduct, rent escrow, or a code inspection become available.
Before you send it
Keep paying rent unless a lawyer or legal aid tells you a specific remedy applies.
Attach dated photos and keep a copy.
Send it in a way you can prove, such as certified mail or email plus a text saying you sent it.
If the problem threatens health or safety, also contact your local code enforcement or health department.
[Date of letter]
[Landlord, manager, or agency name]
[Their mailing address]
Re: Request for repairs at [Your address (the rental unit)]
Dear [Landlord, manager, or agency name],
I am the tenant at [Your address (the rental unit)]. I am writing to formally request repairs to the following condition:
[Describe the problem and where it is]
I first noticed or reported this problem on [When you first noticed or reported it]. It affects the safety, health, or normal use of my home.
Please begin the repairs by [Reasonable date for repairs to begin]. I will provide access for repairs with the notice required by my lease and state law. Please contact me at [Your phone or email] to arrange a time.
I am keeping a copy of this letter and photographs of the condition. If the repairs are not made, I may contact the local housing code inspector and use the remedies available to me under state and local law.
Sincerely,
[Your full name]
[Your address (the rental unit)]
Security deposit return demand
When to use it: Use after you move out when your deposit or an itemized list of deductions has not arrived by your state’s deadline, or when deductions look improper.
Before you send it
Check your state’s return deadline first; our state pages list it with the statute.
Attach move-in and move-out photos and your forwarding address.
Keep proof of delivery. Many states award extra damages when a landlord withholds a deposit in bad faith.
If there is no response, small claims court is designed for people without lawyers.
[Date of letter]
[Landlord, manager, or agency name]
[Their mailing address]
Re: Return of security deposit for [Your address (the rental unit)]
Dear [Landlord, manager, or agency name],
I moved out of [Your address (the rental unit)] on [Date you moved out and returned keys] and returned all keys. I paid a security deposit of $[Deposit amount ($)].
Under [Your state’s deposit law (e.g., RCW 59.18.280)], you were required to return my deposit, or provide an itemized written statement of any deductions, within the time set by law. As of the date of this letter, I have not received my deposit or a lawful itemized statement. [If you received deductions you dispute, replace this sentence with: The deductions listed are for normal wear and tear or for conditions that existed when I moved in, as shown in my records.]
Please send the amount owed to my forwarding address by [Date to respond by]:
[Your forwarding address]
If I do not receive a response, I intend to pursue my rights, which may include filing in small claims court and requesting any additional damages allowed by state law.
Sincerely,
[Your full name]
[Your phone or email]
Late rent payment plan request
When to use it: Use before or soon after rent is late, to propose a specific plan in writing. A written proposal shows good faith and is useful if you apply for assistance or go to court.
Before you send it
Only offer amounts you can actually pay.
Mention any assistance application and its reference number.
Ask for any agreement in writing and keep receipts for every payment.
A payment plan does not cancel court deadlines. If you have court papers, contact legal aid now.
[Date of letter]
[Landlord, manager, or agency name]
[Their mailing address]
Re: Payment plan request for [Your address (the rental unit)]
Dear [Landlord, manager, or agency name],
I am writing about my rent at [Your address (the rental unit)]. I currently owe $[Amount you owe now ($)]. [Brief reason (e.g., reduced work hours since May)]
I want to stay in my home and pay what I owe. I am proposing the following payment plan:
[Your proposed plan (e.g., $200 now and $150 with each rent payment through March)]
I have also applied for or am seeking help from: [Assistance you have applied for (optional)]. I will let you know right away if that assistance is approved, and I will cooperate with any paperwork the program needs from you.
Please confirm in writing whether you accept this plan, or contact me at [Your phone or email] to discuss changes.
Thank you for considering this request.
Sincerely,
[Your full name]
Reasonable accommodation request (disability)
When to use it: Use when a person in your household with a disability needs a change in a rule, policy, practice, or service to use and enjoy the home, such as an assistance animal, a reserved accessible parking space, or more time to complete paperwork.
Before you send it
You do not have to name a diagnosis. If the disability is not obvious, a provider can confirm the disability and the need for the request.
A request can be made at any time, including during an eviction case.
Ask for a written response. Requests may be denied only for specific reasons, such as an undue burden.
If denied, you can ask to discuss alternatives or file a complaint with HUD at 800-669-9777.
[Date of letter]
[Landlord, manager, or agency name]
[Their mailing address]
Re: Request for reasonable accommodation, [Your address (the rental unit)]
Dear [Landlord, manager, or agency name],
I am requesting a reasonable accommodation under the Fair Housing Act (and Section 504 of the Rehabilitation Act, if this housing receives federal funding) for a member of my household who has a disability.
I am requesting the following accommodation:
[What change you are asking for]
This accommodation is needed because of the disability-related need described here:
[How it relates to the disability (no diagnosis needed)]
If the disability or the need for this accommodation is not obvious, I can provide a letter from a qualified provider confirming it. I am not required to share a diagnosis or medical records.
Please respond in writing by [Requested response date]. If you believe this request cannot be granted, I ask that we discuss alternatives that would meet the same need.
Sincerely,
[Your full name]
[Your phone or email]
Request for an informal hearing (housing agency)
When to use it: Use if a housing agency notifies you that it will terminate your voucher or deny assistance. The notice states the deadline to request a hearing, which is often short.
Before you send it
Send the request before the deadline in the notice, and keep proof that you sent it.
Ask to review and copy your file and any evidence before the hearing.
Bring documents, witnesses, or proof of mitigating circumstances. Disability-related accommodations can be requested.
[Date of letter]
[Landlord, manager, or agency name]
[Their mailing address]
Re: Request for informal hearing. Case or voucher number: [Your client, voucher, or case number]
Dear [Landlord, manager, or agency name],
I received your notice dated [Date of the agency’s notice] regarding my housing assistance. I disagree with this decision and request an informal hearing.
[Brief reason you disagree (optional)]
Before the hearing, I request the opportunity to review and copy any documents in my file that are relevant to this decision. I may be represented or accompanied at the hearing, and I may present evidence and witnesses.
If I need a reasonable accommodation for a disability to participate in the hearing, I will let you know. Please send the hearing date, time, and location to the address below, and contact me at [Your phone or email].
Sincerely,
[Your full name]
[Your address (the rental unit)]
Voucher search time extension request
When to use it: Use when your voucher will expire before you have found a unit. Many agencies grant extensions on request, especially with a record of your search; a disability-related extension can be requested as an accommodation.
Before you send it
Send it before the voucher expires.
Attach a search log: addresses, dates, and responses.
If the extension is needed because of a disability, say so and request it as a reasonable accommodation.
[Date of letter]
[Landlord, manager, or agency name]
[Their mailing address]
Re: Request to extend voucher search time. Voucher number: [Your client or voucher number]
Dear [Landlord, manager, or agency name],
My Housing Choice Voucher is scheduled to expire on [Voucher expiration date]. I have been actively searching for a unit but have not yet found one that will accept my voucher and pass inspection.
My search so far:
[Summary of your search (units contacted, barriers)]
I request an extension of [Additional days requested] days so I can continue my search. I have attached my search records. [If the extension is related to a disability, add: I am also requesting this extension as a reasonable accommodation for a disability.]
Please respond in writing before my voucher expires. You can reach me at [Your phone or email].
Sincerely,
[Your full name]
[Your address (the rental unit)]
Notice of intent to move out
When to use it: Use to give written notice that you are ending your tenancy, with the notice period your lease and state law require.
Before you send it
Check the notice period in your lease and state law; month-to-month tenancies commonly require 30 days.
Ask for a move-out inspection where available so you can fix issues before leaving.
Give your forwarding address in writing for the deposit.
If you are leaving early because of domestic violence, some states let you end the lease with special notice. See our domestic violence housing rights guide.
[Date of letter]
[Landlord, manager, or agency name]
[Their mailing address]
Re: Notice of intent to vacate [Your address (the rental unit)]
Dear [Landlord, manager, or agency name],
This letter is my written notice that I will move out of [Your address (the rental unit)] on [Date you will move out].
Please contact me at [Your phone or email] to schedule a move-out inspection before that date, if available. I will return all keys when I leave.
Please send my security deposit, or an itemized statement of any deductions, to my forwarding address within the time required by law:
[Your forwarding address]
Sincerely,
[Your full name]
How to send a letter so it counts
Keep a copy of every letter and attachment.
Use a method you can prove: certified mail with return receipt, hand delivery with a signed receipt, or email if your lease allows notices by email. Follow any delivery method your lease or a notice requires.
Be factual and brief. Dates, amounts, and specific conditions are more useful than descriptions of frustration.
Calendar the deadline you gave, and the legal deadline if one applies. Your state page lists key tenant-law deadlines with citations.
