How to reply to an email from your landlord

Updated November 12, 2026

Reply within a day or two and keep the tone calm and factual. Confirm what they asked, ask for anything unclear in writing, and say what you'll do and when. Keep a copy of every message, since email is a record. If the email is about money, entry to your home or ending the lease, check your lease before you answer.

Reply

Within 1 to 2 days. Landlords often write about access, repairs or payments with a date attached. A prompt written reply protects you and avoids misunderstandings.

What your reply should say

1. Greet them and refer to the exact date or subject of their email.
2. Answer the question or confirm the arrangement in plain words.
3. Ask for anything unclear to be put in writing, including dates and amounts.
4. Say what you'll do next and by when, and keep a copy.

3 replies you can copy

Pick the one that matches what you want to say, copy it, and change everything in [brackets].

Hi [Landlord's name],

Thank you for your email. I confirm that [restate request, e.g., you may enter on (date) between (times)].

I'll make sure [what you'll do]. If anything changes on my side, I'll let you know as soon as I can. Please send me an email when the work is finished.

Thanks,
[Your name], [Unit/Address]

Hi [Landlord's name],

Thank you for your email. I want to be sure I understand: can you confirm in writing [the amount, date or change], and which part of the lease it relates to?

Once I have that, I'll respond promptly. Thank you for clarifying.

I'd like to keep this in writing so we both have a clear record of what was agreed.

Thanks,
[Your name], [Unit/Address]

Hi [Landlord's name],

Thank you for your email. I see the issue differently: [short factual reason, e.g., the lease says X, or I paid on (date)].

I've attached [receipt, photo or lease page]. Could we work this out? I'm happy to talk by phone if that's easier, and I'll follow up in writing after.

Thanks,
[Your name], [Unit/Address]

Already late? Send this instead

For when you are a few days late or more. Own the delay in one line, then do the job.

Hi [Landlord's name],

I apologize for the delay in replying to your email of [date]. I should have answered sooner.

To respond: [answer or confirmation]. If a deadline has already passed, tell me what you need, and I'll take care of it right away.

Thanks,
[Your name], [Unit/Address]

Mistakes to avoid

• Agreeing to a rent or lease change by email before reading your lease.
• Replying while angry; keep it factual because the email may be read later.
• Handling money or repair disputes only by phone, with nothing written down.
• Ignoring an email about entry or inspection; notice rules are usually in your lease or local rules.

Questions people ask

Should I reply by email or phone?

Email for anything important, since it leaves a record. If a phone call is easier, send a short email afterward to summarize what was said, for example "As we discussed, you'll fix the sink on Friday." Keep copies. This protects both you and your landlord.

What if the email is a threat or notice to leave?

Don't panic and don't ignore it. Read your lease and the dates carefully. Reply briefly, in writing, and consider asking a local tenant organization or a lawyer for advice. Don't promise anything you aren't sure of. Ask for help early, before any deadline in the notice passes.

More reply guides

• How to reply to a rent increase notice
• How to reply to a contractor's quote email
• How to reply to a complaint from a neighbor
• How to reply to an HOA violation notice
• How to reply to an email you forgot to answer for weeks
• How to reply to an apology email

How this page was made

Written by Westward, who make Orbit, as starting points you edit before sending. The replies use placeholders, not real people or real mail. Nothing here is legal, tax or medical advice; for contracts, money or health, check the document or ask a professional. All reply guides.