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Private tenants must let their landlords know about any repair work that needs doing. Doing this in the correct way and gathering evidence will help if there are problems later on. Tenants also have to allow reasonable access so that the work needed can be done.

How do I report repair problems?

If you notice anything wrong with the property, for example, a damp patch on the wall or a crack in the ceiling, report the problem to your landlord (or your landlord's agent) as soon as possible, even if you're not that bothered about getting it fixed. Most landlords do carry out repairs once they know about them.

Reporting problems is often a condition of many tenancy agreements, so if you don't do it, your landlord may try to take money out of your deposit. Don't wait until the problem has got really bad - it might end up costing more to put right.

It is always best to report any problems in writing. By all means tell them in person or by phone, but you should follow this up with a letter. Date your letter and keep a copy. It always helps to have a written record, proving that your landlord was aware of the problem, in case you have problems getting them to do the work. We've produced a sample letter, which you may be able to adapt.

What if I don't know who the landlord is?

Reporting the problem to the landlord's agent will usually be sufficient at this stage. However, you do have a legal right to know the landlord's name and address. Ask the person who collects your rent (eg the letting agent) to provide the details. They must do so within 21 days. If they don't, they are committing a criminal offence and can be fined. Contact a local advice centre if you need help.

You can also find the name of the owner of your property from the Land Registry, but you will have to pay a £2 fee for this service.

How quickly should repairs be done?

This depends on the type of repairs needed. There are no fixed time limits, but they should be carried out within a reasonable time. Certain repairs, such as blocked drains or problems with gas should be carried out urgently.

Do I have to let the landlord come in?

You must allow landlords access to the property so they can assess what repairs are needed and to carry out the work. They should give you reasonable notice (usually at least 24 hours) before coming round, unless it's an emergency.

Bear in mind that landlords only have the right to come into the parts of your home that need repair work done. If they need to fix the kitchen sink, for example, it doesn't mean that they can look round the rest of your home without your permission. If they're using repairs as an excuse to snoop around or come round all the time, they may be guilty of harassment, which is a serious offence.

Although your landlord should arrange the repairs, they may ask you to be at home to let in any contractors.

What if they want to come into do improvements?

Your landlord doesn't have the right to come into your home to carry out improvements, unless this is specifically stated in your tenancy agreement. They will have to get your permission before entering your home. They want to make your home nicer, it may be in your best interests to agree, but bear in mind that they may want to increase your rent as well.

Getting evidence

Often the landlord will carry out the necessary repairs. However if you need to take any further action, you should collect all the evidence you can of the repairs that are needed, and what you have done to get your landlord to carry them out. For example:

• Take photographs of the things that need repairing.
• Keep belongings that have been affected (such as clothes damaged by dampness), or take photographs of them. Work out how much they are worth.
• Get an expert (eg an environmental health officer from the council) to inspect your home
• Keep copies of any letters you send to your landlord, and any written response you have received from them.
• Always make a note of any conversations you have with your landlord. Include dates, and what was agreed.
• Keep copies of any doctor's notes or hospital reports which show that your health has been affected by the problem.
• Keep receipts for any money you need to spend because of the repair problem (eg if you have to replace clothes or furnishings because of mould).

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