Why Landlords Ignore Your Requests (It’s Not What You Think)
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Reporting issues the smart way, with the RoomsAthens app, you can send photos, videos, and details in seconds. No stress, no waiting, no drama.
You send a message.
Silence.
You send a second, with three exclamation points.
More silence.
Here’s the uncomfortable truth: most landlord “ignoring” isn’t malice.
It’s noise.
Vague messages, missing details, no proof, no priorities, or ten issues dumped in one text at 23:47.
Result?
Your problem gets buried under a hundred other “urgent” messages.
Let’s fix that.
Below is a 10-step manual to become a master at resolving housing issues without threats, insults, or wasted legal fees... and with fast results.
Use this guide and you’ll go from “ghosted tenant” to “tenant who gets things done.”
1) Start With a Clear Diagnosis (Not a Rant)
Bad: “The apartment is a disaster. Fix it.”
Good: “Kitchen sink leaking from the P-trap. Slow drip, ~1 cup/hour. Started Tuesday 18:00.”
How to do it
Name the exact location and symptom (drip, short circuit, no hot water, mold spot size).
Add when it started and how often it happens.
If you can, list what you tried (tightened handle, reset breaker, ran dehumidifier).
Example message
Hi team, the bedroom AC (Unit 2) is dripping water from the front vent since last night (about 23:30). It drips every 3–5 minutes. I turned it off and placed a towel. No other rooms affected.
Clarity cuts your resolution time in half.
2) Document Like a Pro (Evidence Wins, Emotions Don’t)
Your toolkit:
10–20 second video (one take, no essay narration).
2–3 photos (wide shot + close-up).
Meter reading or screenshots for utilities when relevant.
Timestamps.
Pro move: Put all files in one short note: “Video 1: 19:42 leak start; Photo 1: under-sink joint; Photo 2: water on floor; taken 21:05.”
Evidence isn’t complaining, it’s a shortcut to the right technician on the first visit.
3) Use the Right Channel and the Right Subject Line
Where tenants lose time: throwing issues into random WhatsApp chats or DMs.
Best practice:
Use the maintenance email or app your provider gave you.
Subject format: [Address/Room #] – Issue – Priority (High/Med/Low)
Example subject: [Street no., Rm 4] – Kitchen P-trap leak – Priority: Medium
Why it works: it’s searchable, trackable, and lands directly with the people who can actually fix things.
💡 Pro tip: With RoomsAthens, you don’t even need to write long emails. Our Maintenance App lets you report an issue in under 30 seconds—with photo, video, and location tagging. The request goes straight to our tech team, not someone’s inbox. Fast, structured, professional.
4) Set Priority Like an Adult (Not Everything Is “Urgent”)
If everything is urgent, nothing is urgent.
Priority guide
High: Safety/electrical issues, flooding, gas smell, no water, no power.
Medium: Leaks with container, one-room AC failure, appliance not working.
Low: Loose handle, squeaky hinge, cosmetic issues.
Script
“Priority: Medium. Contained with a bowl, but I’d like to prevent damage.”
Being reasonable = faster help. People move mountains for tenants who stay calm and precise.
5) Make the First Ask Actionable (Give Two Time Windows)
“Can someone come?” is vague. Scheduling kills momentum.
Great first ask
Available Wed 10:00–12:00 or Thu 16:00–19:00. If key pickup is easier, I can leave it with the neighbor (Rm 5)
Pro tip: Offer key access or a lockbox when you can. You’d be shocked how many delays vanish when a tech can enter even if you’re in class.
6) Confirm in Writing (Summary + Next Action + Time)
You want a paper trail, not for legal war, but for clarity.
Template
Thanks for confirming. Summary: leak at kitchen P-trap, medium priority, contained with bowl. Next: technician visit on Thu 17:00–18:00. I’ll be home and will clear the area under the sink.
It removes the “I thought you said Friday?” confusion and keeps everyone aligned.
7) Follow Up the Smart Way (Rhythm, Not Nagging)
The rhythm
If high priority, follow up in 2–4 hours with a polite check.
If medium, follow up in 24 hours.
If low, follow up in 48–72 hours.
Follow-up script
Hi, quick check: are we still good for Thu 17:00–18:00? I’ve cleared the area and will be home.
Add value when you follow up: new photo, new data, or updated status (“drip doubled overnight”). Don’t just resend the same message.
8) Be There (Or Make It Easy For the Tech)
Before the visit
Clear the area (under sinks, around boiler, behind fridge).
Write the Wi-Fi password on a sticky note if diagnostics require it.
If electrical, turn the issue ON so it can be observed (unless unsafe).
During/After
Ask: “Is this a temporary fix or final?”
If parts are ordered, ask for an estimated date.
Example note
Tech replaced P-trap washer. Said it’s final. If it returns, next step is pipe replacement. Ticket remains open for 48 hours.
9) Escalate Like a Professional (Ladder, Not Grenades)
Most tenants escalate emotionally. Professionals escalate smartly.
Your escalation ladder
Maintenance channel (your first message or ticket).
Maintenance + Accounts (if a bill, access, or payment issue is blocking the repair).
Operations or property manager (if the repair keeps getting postponed).
Formal written notice (short, factual, with dates and proof).
Escalation message (example)
Subject: [Street No., Rm 4] – Escalation: Ongoing leak – Missed visit
“Hello Team, I first reported the kitchen leak on Tue 18:02. A technician was supposed to come Thu 17:00–18:00 but didn’t show up. I stayed home for the visit.
I’ve attached an updated video (Thu 20:05) showing the leak worsening.
Please reschedule a new visit within the next 24 hours or let me know if someone else is already assigned.
Available Fri 10:00–12:00 or Sat 12:00–15:00.
Thank you, Marta, Rm 4
Notice the tone: short, factual, polite, and timestamped. No threats, no guilt trips. That’s what gets you action.
10) Reserve Legal Talk for When It Actually Matters
Lawyer letters feel powerful… and then stall your case for weeks while everyone digs trenches.
Use law as the last lever, after you’ve built the trail that wins legal, should you need it.
When to consider formal notice
Health/safety issues ignored after several attempts.
Repeated missed visits causing damage.
Financial loss from proven negligence.
Your pre-legal message
Before I involve third parties, I want to try once more to resolve this directly. Here is the full timeline and documentation. Please confirm a repair time within 24 hours.
Nine times out of ten, that calm sentence gets you a slot faster than any threat.
⚖️ Pro tip: At roomsAthens, you’ll never reach this point. Our legal team reviews any concern before it escalates, and our maintenance division handles issues end-to-end through our app. One system. Zero drama.
Real Step-By-Step: Two Common Cases
Case A: The Dripping AC
Diagnosis: “Bedroom AC drips every 3–5 mins. Started last night. Bowl under unit.”
Evidence: 12-sec video, two photos.
Channel + Subject: [Kypseli, Rm 2] – AC drip – Priority: Medium
Ask: “Available Tue 10–12 or Wed 16–19. Key with neighbor if easier.”
Confirm: “Tech booked Wed 17:00. I’ll be home and cleared space.”
Visit: Tech cleans drain line; adds note: “If returns, gas level check.”
Follow-up: “Thanks — still dry after 24h. Closing ticket.”
Result: 48-hour resolution. Zero drama.
Case B: Mysterious Power Trip
Diagnosis: “Power trips when microwave + kettle run together. Started today.”
Evidence: Photo of fuse box (labels visible). Short video: breaker trip when both on.
Ask: “Priority: Low (workaround: use one at a time). Available Thu 18–20 or Sat 10–12.”
Tech: Confirms shared circuit, installs dedicated breaker; labels panel.
Confirm: “Panel relabeled; no trips with both devices. Thanks.”
Result: Prevented future outages and appliance damage. You learned something too.
What NOT To Do (If You Actually Want Results)
Don’t send seven paragraphs of feelings and zero facts.
Don’t spam five people with the same issue.
Don’t label everything “URGENT!!!.”
Don’t change your story mid-way.
Don’t start with threats. It slows the outcome and burns goodwill you’ll need later.
Your One-Page Message Formula (Copy/Paste)
Subject: [Address, Room #] – Issue – Priority
Body:
What: precise diagnosis (1–2 lines).
Since when: date/time.
Impact: contained vs urgent.
Evidence: 1 short video + 2 photos attached.
Availability: two time windows OR key access plan.
Close: “Please confirm booking time; I’ll prepare the area.”
Pin that in your notes. It works every time.
Final Word
Landlords don’t ignore you—they ignore noise. Be the opposite of noise:
Specific.
Visual.
Organized.
Reasonable.
Consistent.
Do that, and you’ll be the tenant who gets things fixed fast, without drama, threats, or wasted money.
Want zero stress?
RoomsAthens provides a 24/7 maintenance team, a legal support unit, and a mobile app that makes issue reporting as easy as ordering coffee.
Snap, send, done.
And if you’re an incoming Erasmus student, choose housing where issues are solved, not ignored.
Contact our team and let us handle the maintenance while you handle the memories.
Because great housing isn’t just four walls.
It’s a response when you need it and the right people showing up on time.
