Tenant Tip: Document All Communications with Your Landlord in Writing

Introducing Tenant Tips for Resource Wire sponsored by Tenant Services at Solid Ground! Stay tuned for upcoming posts on information pertaining to tenant laws and helpful tips for any residential needs!

Tenant Tip: The Power of Writing

Open verbal communication with your landlord is always great to have, but clear written communication may be more effective. Keeping any decision, agreement or transaction on written record is a great tool to have your needs as a tenant met, especially when it comes to repairs, rent payments, or deposits. Here are some suggestions from Tenant Tips!

Document All Communications with Your Landlord in Writing.

Some rental units, due to normal wear and tear over time, might be in need of a repair. Whatever your lease agreement states, if you would like the landlord to attend to a repair issue, make all your requests in writing. Starting a paper trail is an effective way in which you can track communication with your landlord, and it is also what the law requires. According to RCW 59.18.070, “…all repair requests must be in writing.” And don’t forget to keep a copy of the letter for your records as well!

One of the best tools to ensure your request is received is to use certified mail receipts. Simply go to the post office and purchase a return receipt when sending it to its destination. When your landlord receives the letter, they will sign and date your letter containing your request. You will then have the certified mail receipt as documentation of when the repair request was received.

Can’t get to the post office? Another option is to ask a reliable third party to witness your delivery of the repair request to your landlord. You could also ask the landlord to sign and date your copy of the repair request to keep for your records.

Having written documentation regarding any agreement or transaction with your landlord, such as rent payments, service plans, or changes to the rental agreement, is beneficial to both parties. It helps keep clear what is expected of both parties and keeps track of all agreements and communications.

Good relationships and open verbal communication with landlords can go a long way, but written communication is a helpful way to make sure your needs as a tenant are met in a timely and efficient manner.

For more information, please visit our Tenant Services website at solid-ground.org/tenant.

Solid Ground Tenant Counselors offer these tenant tips as generalized information for renters. People with specific questions should call the Tenant Services hotline at 206.694.6767 Mondays, Wednesdays & Thursdays between 10:30am and 4:30pm.Solid Ground Tenant Counselors are not attorneys, and this information should  not be considered legal advice. Please read the full Tenant Services Disclaimer.