Written Repair Requests and Code Complaints

Written Repair Requests and Code Complaints

Lesson Objectives

Learners will be able to submit effective written repair requests

Learners will be able to utilize the code complaint process

Learners will understand some of the possible ways to escalate after going through the repairs and code process

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The Process

Code

Escalation

Written Repair Requests

• Code escalation to local hearings or city boards
• Repair and Remedy Case:

NEED Evidence

• Must be sent certified or sent/give 2x
• Must wait reasonable amount of time (default: 7 days)
• Coordinated approach is ideal

Coordinated Code Calls

Written Repair Requests

Why are written repair requests important?

• So that landlords are liable
• Creates a paper trail and starts the clock
• Management knows that you are serious

IMPORTANT: You can report to code even if you have not done a written repair request, but it is recommended to put it in writing.

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Written Repair Requests

Issues that you can report

• Pest Issues
• Faulty Appliances
• Gas and Hot water shut offs
• Mold
• Bad infrastructure

• Issues Code does not deal with
• Towing
• Management Bullying
• Bogus Fines & Fees

Written Repair Requests

Why send as a group?

• Management knows the TA is serious
• Strength in Numbers
• Harder to retaliate against numerous tenants
• Can be sent certified more easily
• Tenants association can track what has been done

Written Repair Requests

How to:

1. List ALL conditions
2. Include THIS info:
3. Date
4. Name & landlord address
5. Unit Number
6. Your Signature
7. Make a copy!!
8. Submit→ Certified Mail
9. Follow up
10. Escalate → Report to code

Written Repair Requests

Sample Letter

• Can download and use this form

• Can handwrite or email

• You can find a copy here

Written Repair Requests

What Happens Next?

• Landlord has a reasonable time to repair
• Call to keep track
• After the “reasonable time” you have the option of reporting to code

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Written Repair Requests

Preparing to collect them

• Have conversation with group about:
• How it will track whether repairs are done
• What will happen if repairs aren’t made so people know ahead of time (after X days of waiting, we will escalate to Code)

Collecting requests

• Prepare a door knock script
• Bring templates in other languages, but submit in English
• Bring condition checklists, including translated ones
• Bringing clipart of common problems can help with language barrier

• Use BASTA’s guide

Written Repair Requests

After Collecting them

• Keep track of requests and status
• When you get a critical # of requests send them in as a group both certified return receipt requested and regular mail
• Return address : Tenants’ association
• Have green card (for certified) come back to the organizer
• ALWAYS MAKE COPIES OF WHAT IS GIVEN/SENT

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Written Repair Requests

Written Repair Requests

• Follow up calls two weeks after
• Keep following up every week/two weeks
• If after a month, repairs aren’t made, tenants’ association can decide to escalate to code (ask individuals if they want to include their issue in a code complaint)

Code

Calling Code

• Ask tenants if want to be added to a group list when written repair requests aren’t addressed
• Can track whether person wants condition reported to code in tracking log
• Can call 311 to make large complaint or do it online
• Add code complaints to the tracking log

Code

Coordinating with Code

• After code officer is assigned, reach out to code officer to coordinate an inspection
• Reach out to tenants and tenant leaders to make sure they will be there too

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Code

Inspecting with Code

• Print out list of all reported conditions
• Mark whether condition was pointed out to officer and if there is a violation

• Often times need to ask Code officer

Reporting to Code

Ways to file

• Call 311 or direct line
• Online
• Code App

Reporting to Code

Common issues

• The inspector may lag on inspections
• The inspector should not stop at the manager's office before inspecting a tenant's situation
• The building inspector might be biased
• The landlord may retaliate even if it is not legal
• It is hard to fight retaliation without a lawyer

• If the issues is not fixed within time frameNotice of Violation
• Code can escalate to:
• Administrative Hearing
• Building & Standards Commission/Board
• Municipal Court
• Repair and Remedy Case

Escalation After Code is Called