Use the route the property provides
Check the owner's or manager's contact instructions before sending a routine request. Describe the issue in the room where it happens and provide a way to contact you. “Loose cupboard door in kitchen; noticed Tuesday; available Thursday morning for access” gives the recipient enough information to arrange a response.
Keep access and authorization separate
Keep the request separate from your own task list. Your task might be “send a photo and attend the visit,” while the manager arranges the repair. For something urgent, use the property's emergency procedure rather than leaving it in an ordinary maintenance queue.
One household member may be able to meet the provider while another holds the tenancy contact details. Agree who reports the issue and who receives the visit. Send necessary access details privately. Do not assume you should commission paid work or authorize a change simply because you are the person available at home.
Follow up on the promised date
Record the reference and expected reply. If the date passes, follow up through the same channel and mention the existing request. If the condition becomes urgent, use the property's urgent procedure rather than waiting on normal correspondence. Responsibilities and procedures vary by property and location, so rely on the documents and contacts relevant to your own home.