Maintenance in a rental agreement: reviewing responsibilities clearly

Start with the clause and the actual problem

The name of an appliance does not settle a maintenance question. Gather the observed problem, when it appeared and the relevant contract provision. Do not assume that every small repair belongs to the tenant or that every fault must be paid for by the landlord.

Ejar’s official answer describes landlord obligations concerning unit maintenance, building safety and common areas, alongside the tenant’s responsibility to preserve and properly use common areas. This is a general summary. A particular incident requires consideration of the contract, cause and circumstances rather than the label ‘maintenance’ alone.

Describe observations in the report

A useful report helps the other party understand the issue and arrange an inspection. Identify the unit, location, observation, date and impact on use. For a recurring problem, include the previous report reference and the outcome of the earlier action.

Avoid presenting a guess as a technical diagnosis. A water mark appearing beneath a window after rain is an observation; a claim about a structural cause needs specialist assessment. If there is immediate danger, prioritise safety and the appropriate emergency or specialist guidance rather than routine messaging.

• The location within the unit or common area.
• When it was noticed, with a clear photograph where appropriate.
• Whether use is prevented or partly affected.
• The report reference and agreed arrangements for access.

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Clarify the proposed work

For work that can be coordinated in advance, clarify the inspection or repair scope, proposed cost and who will approve it. Distinguish diagnosing the cause from repairing or replacing a component; a quotation may treat these separately.

This is an organisational practice, not permission to deduct a repair bill from rent. Do not make financial decisions or alter fixtures based on an undocumented assumption. Where responsibility or the proposed action is disputed, clarify the appropriate formal route for the contract.

Record the outcome, not just the appointment

After a visit, record what was done, when and whether anything remains unresolved. Keep any invoice or technician’s report with the original unit record. An appointment being arranged is not evidence that the problem was resolved.

For several properties, use a simple register of units, reports, status and document references. It can reveal recurring issues and support follow-up while limiting personal information. At the start of a new lease, discuss reporting and communication arrangements so both parties know how to raise a problem.