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Who to contact first
If you rent, the landlord or property manager is usually your first contact. Many buildings have a phone number, an email, or an online form for repairs. Some ask you to use only the form. Check your lease or any welcome papers to see what they prefer. If you own your home, or the landlord asks you to, you may call a plumber, electrician, or handyman yourself. In an emergency, like a gas smell or water flooding, many people call right away instead of writing. Keep the contact details in your phone so you can find them fast.
Hi, I live in unit 4B. I need to report a repair.
Who is the best person to contact about a repair?
Is it better to call, email, or use the online form?
Describe the problem clearly
Say what is broken, where it is, and when it started. Short, simple facts are best. If you can, take photos or a short video. Many landlords and tradespeople find pictures very helpful. Say if the problem is getting worse. Also say how it affects your daily life, for example no hot water for showers. You do not need perfect technical words. Saying "the thing under the sink" is fine. If you are not sure, you can say so. The person will usually ask questions to understand.
The kitchen sink is leaking. It started yesterday.
I'm not sure what it's called, but I can send you a photo.
It's getting worse, and now there's water on the floor.
Ask about timing and access
After you report the problem, ask when someone can come. Landlords often send a worker and may ask to enter when you are out. If you want to be home, you can say this politely. Ask for a time window, because workers often give a range, not an exact time. If the time does not work for you, suggest another one. Write down the day, the time, and the name of the person coming. It is normal to ask the worker to call or text before they arrive.
When do you think someone can come to fix it?
I'd like to be home when the worker comes. Is that possible?
Could they text me about 30 minutes before they arrive?
Talking with the tradesperson
When the worker arrives, show them the problem and explain it again in a few words. They may ask questions, like when it started or if it happened before. If you do not understand, ask them to speak slowly or show you. Before they leave, ask what they did and if anything else is needed. If you are paying them yourself, it is common to ask what the work will cost before they start. You can also ask for a written note or receipt for your records.
Thanks for coming. The problem is right here.
Sorry, could you say that more slowly, please?
Before you start, can you tell me what this will cost?
Following up politely
Sometimes nobody answers, or the repair does not fix the problem. A short, friendly follow-up message is normal. Mention the date you first reported it. Many people like to follow up in writing, like email or text, so there is a clear record. Stay calm and polite, even if you feel frustrated. Ask a simple, direct question about the next step. If the problem comes back after a repair, say so clearly and describe what is happening now.
I'm following up on the repair I reported on Monday.
The heater was fixed, but it stopped working again today.
Could you let me know the next step, please?
Common questions
What if my English is not strong enough to call?
Many people send a text or email instead. Writing gives you time to check your words. You can also use simple sentences and photos. If you call, it is fine to say, "My English is still improving. Please speak slowly." Most people are patient.
Should I try to fix it myself first?
For small things, some people do. For bigger problems, like electricity, gas, or water leaks, many renters report the problem and wait for a professional. If you rent, it can help to ask your landlord before you try any repair yourself.
What if I feel nervous about complaining?
Asking for a repair is normal and very common. You are giving useful information, not making trouble. Keep it short, polite, and factual. Practicing your first sentence out loud before you call can make you feel much more confident.