New York Porch working sheet

Tenant repair record sheet

Handle fire, a gas odor or suspected leak, collapse, violence, and medical danger as emergencies. For other conditions, make the problem easy for the owner, inspector, agency, court, or lawyer to see.

1. Photograph or record the condition with dates, location, scale, and the effect on the home.
2. Notify the owner, manager, or superintendent in writing; save delivery and any reply.
3. Keep an access log with dates offered, visits, workers, work attempted, and result.
4. Use the local code or health complaint office for the address; save the complaint number and inspection result.
5. For a gas odor or suspected leak, leave immediately and call 911 from a safe place. Loss of cooking gas without evidence of a leak is a maintenance problem; in NYC, notify the owner and use 311 if it is not corrected.
6. For a rent-regulated home, read HCR's current service-complaint forms and evidence instructions.
7. Do not withhold rent, repair and deduct, break the lease, or refuse access without advice about the facts and local route.

Working record

Address / unit

Condition began

Written notice sent

Access dates

Complaint number

Inspection date

Repair completed

Use this carefully: This is an evidence log, not advice about rent, lease, access, court, or emergency decisions.

Official starting points

• NY Attorney General - tenants — https://ag.ny.gov/resources/individuals/tenants-homeowners/tenants
• NY HCR - living conditions — https://hcr.ny.gov/living-conditions-and-essential-services
• NYC 311 - maintenance complaints — https://portal.311.nyc.gov/article/?kanumber=KA-01074
• NYC 311 - gas leak emergency — https://portal.311.nyc.gov/article/?kanumber=KA-02048

Full explanation: Tenant repairs and complaints · Reviewed July 13, 2026