If you need to report a repair in Fife, it is important to act early and put everything in writing. Reporting repairs correctly protects your health, your home, and your tenancy — and it helps your landlord resolve the issue before it becomes more serious (and more expensive).

Step 1: Check if it’s urgent or an emergency

Some issues need urgent action (for example: no heating/hot water in winter, unsafe electrics, a major leak, insecure doors/windows). If you think there’s an immediate risk to safety, treat it as urgent and report it straight away. Shelter Scotland has clear guidance on repairs and urgent situations.

Step 2: Write down what’s wrong (keep it simple and specific)

Before you message anyone, make a short note including:

• What the problem is
• Where it is (room, wall, appliance, etc.)
• When you first noticed it
• What impact it’s having (e.g., “leak under sink is soaking the floor”)

This keeps the conversation factual and avoids misunderstandings later.

Step 3: Gather evidence

Take:

• Clear photos and/or short videos
• Dates (screenshots help)
• Any receipts if you’ve had to buy something to prevent damage (only if necessary)

Step 4: Report it in writing to the landlord or letting agent

Even if you phone first, follow up with a written message (email is ideal). Include:

• The issue + location
• When it started
• Photos
• A request for next steps and a proposed time for access

Shelter Scotland recommends reporting repairs and keeping records.

Template you can copy/paste (tenant)
Subject: Repair request – [issue] at [property address]

Hi [Landlord/Agent name],
I’m reporting a repair issue at [address].
Issue: [brief description]
Location: [room/area]
Noticed: [date]
I’ve attached photos. Please can you confirm the next steps and when access will be needed?

Thanks,
[Name]
[Phone number]

Step 5: Allow reasonable access (and keep it documented)

If your landlord/agent proposes dates/times for inspection or repairs:

• Confirm what you can do
• Keep it in writing
• Note any missed appointments

This is important if the situation escalates.

Step 6: Follow up if you don’t get a response

If you don’t hear back:

• Send a short follow-up message
• Keep it calm and factual
• Ask for a clear timeframe

Example:
“Just following up on the repair reported on [date]. Please can you confirm when this will be inspected/fixed?”

If communication becomes difficult or you feel the situation is turning into a dispute, you can read our guide on what to do if you have a disagreement with your landlord in Scotland.

Step 7: If it still isn’t resolved, you may be able to escalate

In Scotland, landlords must meet legal repair standards and keep the property to that standard. The Scottish Government’s guidance for landlords confirms they must meet legal safety and repair standards.

If repairs aren’t being dealt with, tenants can apply to the First-tier Tribunal for Scotland (Housing and Property Chamber) for repairs-related action. The Tribunal provides official application guidance and even a sample notification letter.

You can also contact the local council for help and advice in some circumstances — Fife Council provides information for private renters and housing issues.

Step 8: Talk to FPRS early (free and confidential)

If you’re unsure what to do next — or you want help wording your message, understanding responsibilities, or keeping things calm — we can support you.

Fife Private Rental Solutions (FPRS)
📞 01592 201849
✉️ info@fprs.co.uk

Sources used (reliable + Scotland-specific)

• Shelter Scotland (repairs, reporting, keeping records). Scottish Government
• mygov.scot (Scottish Government) – landlord responsibilities including legal safety/repair standards. mygov.scot
• First-tier Tribunal for Scotland (Housing and Property Chamber) – repairs application guidance + templates. Housing and Property Chamber
• Fife Council – private renting / housing information pages. Housing and Property Chambe

18 March 2026

Fife Private Rentals Solutions Team