When to Call Emergency Maintenance

Living in an apartment often comes with the convenience of on-site maintenance teams ready to handle any issues that arise. However, not all maintenance requests are created equal. Whether you’re living in an apartment in Chicago, IL, or an apartment in Miami, FL, understanding what constitutes emergency maintenance and how to handle such situations can save you from unnecessary stress. In this ApartmentGuide article, we’ll break down the essentials of emergency maintenance so you’re prepared when it matters most.

What is emergency maintenance?

Emergency maintenance refers to urgent repairs or situations that pose a risk to your health, safety, or the structural integrity of the apartment building. These issues demand immediate attention, often requiring a maintenance team to respond outside of regular business hours.

What is considered emergency maintenance in an apartment? 

• Gas leaks: If you smell gas or suspect a gas leak, it is crucial to report it immediately to your property management and evacuate the area. Gas leaks are highly dangerous and require immediate attention from professionals.
• Water leaks or flooding: A burst pipe, overflowing toilet, or any significant water leak that could cause property damage or create a hazardous environment should be treated as an emergency.
• Electrical issues: Power outages affecting your unit alone, exposed wires, or sparking outlets pose safety risks and should be addressed right away.
• Heating and cooling failures: In extreme weather conditions, the failure of your HVAC system can be considered an emergency. For example, a broken heater during freezing temperatures or a non-functioning air conditioner during a heatwave may qualify.
• Fire or smoke alarms malfunctioning: If your smoke or carbon monoxide detectors are not working, it’s vital to report the issue immediately to protect your safety.
• Broken locks or doors: A lock that does not work or a broken door that prevents you from securing your apartment can jeopardize your safety and should be fixed promptly.
• Sewage backups: Any issue involving sewage not only creates an unpleasant environment but also poses significant health risks. This is another situation requiring immediate attention.

What is an emergency maintenance request?

An emergency maintenance request is a formal notification to your property management team about a situation that requires immediate action. Most apartment complexes have a specific process for submitting these requests, especially after hours.

Steps to submit an emergency maintenance request:

1. Identify the problem: Determine whether the issue qualifies as an emergency. If you’re unsure, contact your property management to clarify.
2. Contact property management: Most apartments provide a 24-hour emergency hotline or a specific phone number for urgent situations. Call this number to report the issue.
3. Provide detailed information: When reporting the problem, give as much detail as possible. For example, if there’s a water leak, describe the source, the severity, and whether the water is spreading to other areas.
4. Follow up: Once the request is submitted, follow any instructions from the maintenance team or property management. For example, you may need to stay nearby to grant access to your unit.

What doesn’t count  as emergency maintenance in an apartment?

While it’s important to address all maintenance issues in your apartment, not every problem qualifies as an emergency. Non-emergency requests may include:

• Dripping faucets
• Slow-draining sinks or tubs
• Cosmetic issues like chipped paint
• Minor appliance malfunctions (e.g., a broken microwave or dishwasher)
• HVAC issues that don’t pose an immediate health risk (e.g., mild heating or cooling problems in moderate weather)
• Pest sightings that don’t indicate a major infestation

These issues should be reported through your property’s standard maintenance request process, and they will typically be addressed during regular business hours.

For non-emergency toilet clogs, read our guide: How to Unclog a Toilet Without Calling a Plumber.

Why you should report emergency maintenance issues 

Ignoring emergency maintenance issues can lead to serious consequences, including:

• Safety hazards: Delayed repairs for gas leaks, electrical issues, or broken locks can jeopardize your safety and well-being.
• Property damage: Water leaks or flooding can cause significant damage to your personal belongings and the apartment structure.
• Health risks: Issues like sewage backups or malfunctioning smoke detectors can lead to unsanitary or unsafe living conditions.

What to expect after submitting an emergency request

Once you’ve reported an emergency maintenance issue, here’s what typically happens:

1. Immediate response: The maintenance team or an emergency contractor will assess and address the situation as soon as possible.
2. Temporary solutions: In some cases, a temporary fix may be implemented until a permanent solution can be arranged.
3. Ongoing communication: Property management should keep you informed about the progress of the repairs and any additional steps you need to take.

Tips for handling emergency maintenance requests as a tenant

To be prepared for emergency maintenance situations, consider the following:

• Know your lease terms: Familiarize yourself with your lease agreement to understand your responsibilities and the property management’s obligations.
• Keep emergency contacts handy: Save the emergency maintenance hotline number and other essential contacts in your phone.
• Report issues promptly: Don’t wait to report an issue, as delays can worsen the problem.
• Stay safe: In potentially hazardous situations like gas leaks or electrical issues, prioritize your safety by evacuating the area if necessary

Emergency maintenance requests FAQs.

1. How long does emergency maintenance take to respond?

Emergency maintenance teams typically respond as quickly as possible, often within a few hours. However, response times may vary based on the severity of the issue, the availability of maintenance staff, and external factors like weather conditions. If you don’t receive a timely response, follow up with your property management.

2. Will I be charged for emergency maintenance repairs?

In most cases, emergency maintenance repairs are covered by your landlord or property management. However, if the issue was caused by tenant negligence (e.g., flushing non-flushable items and causing a major plumbing issue), you may be responsible for the repair costs. Check your lease agreement for details.

3. Can I call an outside contractor for emergency repairs?

Generally, tenants are required to go through their property management for maintenance requests. Hiring an outside contractor without approval may result in you being responsible for the repair costs. If your management isn’t responding in a true emergency, check your lease or local tenant laws for guidance.

4. What should I do if I can’t reach emergency maintenance?

If you can’t get in touch with your property’s emergency maintenance team, try contacting the leasing office or building management directly. If the issue is severe (e.g., a fire, gas leak, or flooding), call the appropriate emergency services first (fire department, gas company, or 911).

5. What qualifies as an HVAC emergency?

An HVAC issue may be considered an emergency if it creates unsafe living conditions. For example, a broken heater during freezing temperatures or a non-functioning air conditioner during extreme heat waves. If temperatures are moderate, it may be treated as a standard maintenance request.

6. Who is responsible for emergency maintenance in a rental?

Landlords and property management companies are typically responsible for emergency maintenance in rental properties. However, tenants are responsible for reporting issues promptly and preventing avoidable damage (e.g., shutting off water if a pipe bursts).