How to Write a Repair-Request Letter to Your Landlord (Colorado)

When something in your rental breaks — the heat, the plumbing, a lock that won’t catch — the natural first move is to call the landlord or mention it in passing. And sometimes that’s enough. But in Colorado, a phone call or a hallway conversation usually doesn’t count for much if the repair drags on. The step that actually protects you is putting the request in writing.

This isn’t about being difficult or lawyering up. A written repair request is simply the version of asking that leaves a record — and under Colorado law, that record is what triggers your landlord’s legal duty to act. This guide walks through why a written request matters, what to put in it, and gives you a copy-paste template you can adapt in a few minutes.

Why it has to be in writing

Colorado’s warranty of habitability guarantees you a livable home — working heat, running water, sound plumbing, and more. But that duty doesn’t switch on the moment something breaks. To put your landlord on the clock, the law generally requires written notice of the problem.

Written notice does two things at once:

• It creates a record. A text, an email, or a certified letter can be shown later — the date, the words, the fact that you asked. A spoken complaint leaves nothing behind but two people’s memories.
• It starts the clock. Once you’ve given proper written notice, the landlord must begin repairs within a set window: 24 hours for conditions that materially affect your life, health, or safety (no heat, no water, sewage, a gas leak), and 96 hours for other conditions that make the unit uninhabitable. (More on how that timing works in the 24-hour and 96-hour repair rule.)

That second point is the whole reason this cluster of rights exists. Without a dated written request, there’s no clear moment the clock started — and a clock nobody can point to is hard to enforce.

What to include in the letter

A good repair request is short, specific, and factual. You’re not writing a legal brief; you’re creating a clear record. Include:

• The date you’re sending it.
• Your name, unit address, and the landlord’s (or property manager’s) name and contact.
• A specific description of the problem — what’s broken, where, and since when. “The furnace stopped producing heat on the morning of [date]” beats “the heat isn’t working right.”
• How it affects habitability or safety — no heat in winter, standing water, a door that won’t lock. This connects the problem to your rights.
• A reasonable request and timeframe — ask for the repair to begin, and note the 24-hour or 96-hour expectation so it’s clear you know the standard.
• How you’ll follow up — a phone number or email, and permission to enter if that’s needed for the fix.
• A line noting you’re keeping a copy for your records.

Keep the tone polite and matter-of-fact. A calm, factual request is more persuasive than a threatening one — and it reads better later if anyone else ever sees it.

A fill-in template you can copy

Adapt the bracketed parts to your situation. Delete anything that doesn’t apply.

Date: [Month Day, Year]

To: [Landlord / Property Manager name] [Landlord address or email]

From: [Your name] [Your unit address] [Your phone / email]

Dear [Landlord name],

I’m writing to notify you of a repair needed at [unit address]. On [date], I noticed that [describe the problem specifically — e.g., “the furnace stopped producing heat and the unit will not warm above 55°F”].

This is affecting the unit’s habitability because [explain the impact — e.g., “there is no working heat and overnight temperatures are near freezing”]. I’m giving you written notice so the repair can begin promptly.

I understand that under Colorado law a landlord must begin addressing a condition that affects health or safety within 24 hours of written notice, and other uninhabitable conditions within 96 hours. I’d appreciate the repair beginning within that timeframe.

You or your maintenance staff have my permission to enter the unit to make the repair. Please contact me at [phone / email] to arrange access or let me know your plan.

I’m keeping a copy of this notice for my records. Thank you for your prompt attention.

Sincerely, [Your name]

That’s it. It’s polite, it’s dated, it names the problem, and it references the standard the landlord is held to. Nothing threatening — just a clear record.

Practical tips for sending it

• Use a method that creates a record. Email and text both timestamp themselves. For serious problems, certified mail with a return receipt gives you proof of delivery. When in doubt, send it more than one way.
• Take photos and video of the condition the same day, so the problem is documented alongside the request.
• Keep a copy of everything — your letter, the send confirmation, and any reply (or the silence). Save it somewhere you won’t lose it.
• Note the date and time you sent it. That’s the moment the clock starts, so it’s worth writing down.

This record is the thing that protects you no matter what happens next. If the repair gets done quickly, great — you’ll likely never need it. If it doesn’t, you’ll have exactly what you need to show the landlord was properly notified.

If the request gets ignored

Sending the letter is the step this guide covers, and it’s the one that matters most — it’s what starts the clock and builds your record. What comes after a landlord ignores a valid request is a separate question with its own rules and risks, and it’s worth understanding before you act. For that, see what to do when your landlord won’t make repairs. Withholding rent, in particular, is not a simple self-help move in Colorado, so don’t improvise it.

For now, the goal is straightforward: get the request in writing, send it in a way that leaves a record, and keep your copy.

If you’d like a second set of eyes on your lease before a dispute ever comes up, a plain-English Lease Risk Report turns your lease into a short list of clauses worth a closer look — including any that try to muddy your repair and habitability rights.

LeaseCheck is an educational lease-risk screening tool. It is not a law firm and does not provide legal advice. Colorado rental laws change; confirm specifics for your situation.