How to Report Disrepair Properly: Emails, Photos, and Keeping a Repair Log

When your home has damp, mould, leaks, broken heating, or unsafe electrics, the biggest mistake you can make is reporting it casually (a quick call, a hallway chat, a WhatsApp with no details) and hoping it’ll sort itself out.

If you report disrepair properly, you create a clear paper trail. That matters because 1.3m households in England were living in damp homes in 2023–2024 — and landlords and repair teams are busy, so the squeaky wheel (with evidence) gets attention.

Step 1: Send 1 clear email (and keep it simple)

Email is your best friend because it’s dated, searchable, and easy to forward later.

Include:

• What the issue is (be specific: “leak under kitchen sink”, not “plumbing problem”)

• When it started (or when you noticed it)

• What damage it’s causing (walls, flooring, belongings)

• Any health impact (e.g., asthma, coughing, headaches)

• What you want: inspection date + repair date

A simple structure:

• Subject: Urgent repair needed – [your address] – [issue]

• Body: 5–8 lines, bullet points, and “Please confirm when this will be inspected and repaired.”

If you’re in social housing and it’s serious (like significant damp/mould or electrics), being clear and prompt is even more important.

Step 2: Take photos like you’re building a case (because you are)

Do this straight away:

• Wide shot (shows location in the room)

• Close-up (shows the detail: mould, crack, leak, damage)

• A repeat photo every 7 days if it’s ongoing (shows it’s getting worse)

Top tip: turn on date/time stamps if your phone allows, or keep the photos in a folder named by date.

Step 3: Keep a repair log (it’s boring, but it works)

A repair log is just a timeline. Use Notes, Google Sheets, or a notebook — anything you’ll actually keep up.

Record:

• Date you noticed it

• Date you reported it + how (email, portal, call)

• Who you spoke to

• What they promised

• Missed appointments

• Any updates (or silence)

Claim First’s housing disrepair process is built around clear details and supporting evidence (especially photos), so this makes everything smoother if you decide to escalate.

Step 4: Don’t give them an “access excuse”

If repairs are booked, let them in (or rearrange in writing). If you can’t do the date offered, reply with 2 alternatives. Missed access is one of the easiest ways for landlords to delay things.

Ready to stop chasing?

If you’ve reported disrepair properly, kept photos, and logged what’s happened — but your landlord is still dragging their feet — you don’t have to deal with it alone. Claim First can help you understand your options and, where you’re eligible, take action to enforce repairs and seek compensation (often £1,000s depending on the situation).