Evidence & Record Keeping
At a Glance
When problems arise during a tenancy, evidence can make all the difference. Clear photographs, written communication and important tenancy documents can help explain what happened, when it happened and what steps you’ve taken to resolve the issue.
You don’t need to wait until there’s a dispute before keeping records. Building good habits from the beginning of your tenancy can make resolving disagreements much easier if problems arise later.
Why Evidence Matters
Many tenancy disputes come down to one person’s word against another’s.
Good evidence can help show:
- When a problem first appeared.
- Whether you’ve reported it.
- How your landlord responded.
- Whether the problem became worse.
- The condition of the property.
- Any financial losses you’ve suffered.
The more organised your records are, the easier it is to explain your situation if you need advice or your dispute progresses further.
What Evidence Should You Keep?
- Photographs.
- Videos.
- Emails.
- Letters.
- Text or WhatsApp messages.
- Tenancy agreements.
- Inventory reports.
- Check-in and check-out reports.
- Rent payment records.
- Deposit protection information.
- Gas Safety Certificates.
- EICRs.
- Receipts.
- Contractor reports.
- Witness details where appropriate.
Photographing Problems
Photographs often provide some of the strongest evidence.
When taking photographs:
- Take clear, well-lit images.
- Photograph the wider area before taking close-ups.
- Take pictures from different angles.
- Continue taking photographs if the problem changes over time.
- Include any damage caused by the issue.
- Avoid editing or altering your photographs.
Videos can also help demonstrate issues that photographs cannot, such as leaks, faulty appliances or persistent damp.
Keeping Written Communication
Wherever possible, communicate in writing.
Written communication creates a record of:
- What was reported.
- When it was reported.
- Any promises made.
- Any deadlines discussed.
- Your landlord’s responses.
If a conversation takes place over the phone or in person, consider sending a short email afterwards confirming what was discussed.
Important Documents to Save
Throughout your tenancy, keep copies of important paperwork, including:
- Your tenancy agreement.
- Deposit protection documents.
- Inventory reports.
- Prescribed information.
- Rent statements.
- Inspection reports.
- Repair invoices.
- Emails and letters.
- Safety certificates provided by your landlord.
Creating a digital folder for your tenancy can make these much easier to find later.
Creating a Timeline
One of the simplest ways to organise evidence is by creating a timeline.
Record:
- The date a problem started.
- When you first reported it.
- Follow-up messages.
- Visits by your landlord or contractors.
- Repairs completed.
- Any further problems.
A clear timeline helps others quickly understand what’s happened.
Organising Your Evidence
Try to keep everything together in one place.
You might create folders such as:
- Repairs
- Rent
- Deposit
- Inspections
- Photographs
- Emails
- Letters
Using clear file names and dates can save time later if you need to locate specific information.
Backing Up Your Records
Don’t rely on a single device.
Consider backing up important documents by:
- Saving them to cloud storage.
- Emailing copies to yourself.
- Keeping digital copies of paper documents.
- Regularly backing up photographs and videos.
Losing evidence can make resolving disputes much more difficult.
Common Mistakes to Avoid
- Waiting until a dispute starts before collecting evidence.
- Deleting messages.
- Losing paperwork.
- Editing photographs.
- Relying only on verbal conversations.
- Throwing away damaged items before photographing them.
- Forgetting to keep receipts.
Frequently Asked Questions
Are photographs enough?
Photographs are very helpful, but they’re often strongest when supported by written communication and other documents.
Should I keep WhatsApp messages?
Yes. If you regularly communicate with your landlord or letting agent through WhatsApp, keep screenshots or export important conversations where possible.
Should I keep paperwork after moving out?
Yes. It’s sensible to keep tenancy documents until your deposit has been returned and any outstanding issues have been resolved.
What if I’ve already lost some evidence?
Keep whatever you still have and begin organising your records from today. Even partial evidence can still be useful.
Should I record telephone calls?
Be aware that there are legal and privacy considerations around recording calls. In many situations, it’s simpler and more transparent to confirm important conversations afterwards in writing.
Key Takeaways
- Good evidence helps support your version of events.
- Keep photographs, messages and important documents.
- Communicate in writing wherever possible.
- Organise your records from the start of your tenancy.
- Create a timeline if problems develop.
- Back up important files.
- Good record keeping can make resolving disputes much easier.
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