How Tenants Can Report Repairs Clearly | Setli

Jun 27, 2026

5 min read

Reporting repairs clearly helps maintenance issues get handled faster and with less confusion.

When a tenant reports a problem, the landlord or host needs enough information to understand what has happened and what action may be needed.

A short message like “the tap is broken” may not always give enough detail.

A clearer report can help the landlord assess the issue, contact the right contractor, and keep better maintenance records.

Why Clear Repair Reports Matter

Maintenance requests are easier to manage when the information is complete.

A clear repair report helps show:

what the issue is
where it is located
when it started
whether it is getting worse
how urgent it may be
whether photos are available
who reported it

This reduces back-and-forth questions and helps everyone stay informed.

Start With The Main Problem

The first part of a repair report should explain the issue simply.

For example:

the kitchen tap is leaking
the bathroom light is not working
the bedroom window will not close
the front door lock is sticking
the air conditioner is not cooling
the toilet keeps running

A simple description helps the landlord understand the main problem quickly.

Try to avoid vague wording.

The clearer the issue, the easier it is to respond.

Include The Location

The location of the repair is important.

This is especially true in shared houses, room rentals, or properties with multiple bathrooms, bedrooms, or common areas.

A good repair report should include the exact location, such as:

main bathroom
ensuite
room 2
kitchen sink
laundry
front door
back fence
shared hallway
garage
outdoor area

This helps avoid confusion and makes it easier for repairs to be arranged.

Explain When It Started

The report should mention when the issue was first noticed.

This may include:

today
yesterday
last week
after heavy rain
after using the appliance
when moving in
after a previous repair

The timing can help the landlord understand whether the issue is new, ongoing, or getting worse.

It may also help identify whether the repair needs faster attention.

Mention If It Is Getting Worse

Some maintenance issues change over time.

A small leak may become larger.

A door may become harder to close.

An appliance may work sometimes and fail at other times.

If the issue is getting worse, tenants should mention this clearly.

For example:

“The leak was small yesterday, but it is dripping faster today.”

“The air conditioner worked last week, but now it does not turn on.”

“The door has been sticking for a few days and now will not close properly.”

This helps the landlord understand the urgency.

Add Photos Or Videos

Photos and videos can make repair reports much clearer.

They can show:

damage
leaks
broken parts
error messages
where the issue is located
how serious the issue looks
whether the issue has changed

Photos are especially helpful when the problem is visible.

They can reduce confusion and help landlords explain the issue to a contractor.

Explain The Urgency

Not all repairs are urgent.

Some issues can be scheduled normally.

Others may need quicker attention.

A tenant should explain if the issue affects:

safety
security
water leaks
electricity
access to the property
essential services
major damage
normal use of the home

This helps the landlord understand how quickly the issue may need to be reviewed.

Tenants should avoid exaggerating urgency, but they should clearly explain any safety or damage concerns.

Avoid Sending Details In Too Many Places

Repair reports can become confusing if information is sent across different apps or conversations.

For example:

one photo in a text message
extra details in a group chat
an update by phone
another note by email

This makes it harder to track the full request.

It is better to keep the main details together so the landlord can see the complete picture.

Keep The Message Clear And Respectful

Maintenance communication works best when it stays practical.

A good repair report does not need to be emotional or complicated.

It should clearly explain the issue and what the tenant has noticed.

For example:

“The kitchen sink is leaking underneath the cabinet. I noticed it this morning. I have attached a photo. It is currently dripping slowly but may need to be checked.”

This gives useful information without making the message difficult to follow.

Follow Up If The Issue Changes

If the issue becomes worse after it is reported, tenants should provide an update.

This may include:

a leak becoming stronger
an appliance completely stopping
a door no longer locking
damage spreading
a repair no longer holding
a safety concern developing

Updates help landlords understand if the priority has changed.

They also help keep the maintenance record accurate.

Keep Records Of What Was Reported

Tenants should keep a record of maintenance issues they report.

This may include:

date reported
issue description
photos
updates
landlord response
repair date
completion notes

Clear records can help reduce confusion later.

They also give tenants visibility over what has been reported and what has been resolved.

How Setli Helps Tenants Report Maintenance

Setli is designed to help landlords, hosts, tenants, and shared households manage maintenance requests more clearly.

Tenants can raise maintenance requests with details that help explain the issue.

Requests can be tracked alongside rent, bills, reminders, payment history, and household organisation.

This helps keep maintenance communication clearer and easier to follow.

Why Better Reporting Helps Everyone

Clear repair reporting helps tenants, landlords, and contractors.

Tenants can explain the problem properly.

Landlords can assess the request more easily.

Contractors can understand what may need to be fixed.

This can reduce delays, repeated questions, and confusion.

A better report can often lead to a smoother repair process.

Final Thoughts

Tenants can help maintenance issues get handled more clearly by reporting repairs with useful details.

A good report should include the problem, location, timing, urgency, photos if available, and any updates if the issue changes.

Clear communication helps landlords understand the issue and keep better maintenance records.

Setli helps simplify this process by keeping maintenance requests, updates, reminders, rent, bills, and household records organised in one place.

Better repair reporting makes rental maintenance easier for everyone involved.