For professionals
Evidence reports for landlords and letting agents
A deposit dispute is usually decided on the paper trail, not on who remembers the tenancy more clearly. TraceFolio takes the documents you already hold and produces a dated, source-cited report that shows what was reported, when, and what was said in response.
The problem this solves
By the end of a tenancy the record is scattered: a WhatsApp thread, a couple of email chains, a signed inventory, an inspection report, contractor invoices and a folder of photographs.
Adjudicators and courts work from a chronology. Assembling one by hand for every disputed tenancy is slow, and it is the part that gets rushed when a deadline lands.
Evidence you probably already hold
- Tenancy agreement and any addenda
- Check-in and check-out inventories
- Repair requests by email, portal export or message thread
- Contractor quotes, invoices and job sheets
- Inspection reports and condition notes
- Notices, rent statements and arrears correspondence
What the report gives you
- A chronological timeline of the tenancy events the documents actually record, with ambiguous dates flagged rather than guessed
- Every finding cited to a file, page and passage, so any statement can be checked against the source
- Conflicting accounts set side by side: a repair reported on one date and denied on another is shown as a contradiction, not silently resolved
- Commitments pulled out of correspondence: what was promised, by whom, and where it was said
- An explicit list of what the evidence does not establish, so gaps are visible before someone else finds them
A worked example
A contested deposit deduction for damp and decoration
What goes in
- 18 months of email between tenant and agent
- Check-in and check-out inventories
- Two contractor invoices
- Nine photographs with file dates
What comes out
- A timeline showing the first damp report, each chase, and the date a contractor first attended
- A contradiction where the check-out report describes a condition the inventory already recorded at check-in
- A commitments list showing an agent's written undertaking to inspect within a stated period
- An unresolved-issues note where a photograph carries no reliable date
The example is illustrative of the report structure, not a real client matter.
Why verification matters here
Deposit adjudication and small claims both turn on whether a document can be trusted. A report that summarises evidence is only useful if the other side cannot argue it was quietly edited afterwards.
Every TraceFolio report is hashed and certified, and the PDF has a public verification page. Anyone you send it to can confirm the file they are holding is the file that was produced, unchanged.
What it does not do
- It does not decide whether a deduction is fair, reasonable or lawful.
- It does not value damage or apportion betterment.
- It works only from the documents you supply. Evidence you do not upload cannot appear in the report.
Pay per report, or by the month
One tenancy in dispute is a single report. An agency handling several disputed tenancies a month is usually better off on a monthly plan.
Practice
£49per month
2 report credits each month
Works out at
£24.50 per Detailed Report
16% below the £29 one-off price. Annual billing £490 (2 months free).
Includes
- 2 report credits each month
- Every report tier available, priced in credits
- Certified Execution Record and verification page on every report
- Email support
A sole practitioner, small letting agency or independent consultant with a couple of matters a month.
Firm
£119per month
5 report credits each month
Works out at
£23.80 per Detailed Report
18% below the £29 one-off price. Annual billing £1,190 (2 months free).
Includes
- 5 report credits each month
- Lowest per-report cost at typical small-firm volume
- Priority processing when capacity is contended
- Email support
A small firm with a steady caseload: letting agents, HR consultancies, claims handlers and small legal practices.
Chambers
£299per month
15 report credits each month
Works out at
£19.93 per Detailed Report
31% below the £29 one-off price. Annual billing £2,990 (2 months free).
Includes
- 15 report credits each month
- Best effective per-report price
- Priority processing when capacity is contended
- Named contact for onboarding
A busy practice or claims team producing evidence reports as a routine part of the work.
What a credit buys
| Report | Credits | One-off price |
|---|---|---|
| Quick Report | 0.5 | £9.99 |
| Detailed Report | 1 | £29 |
| Extended Report | 3 | £79 |
How plans work
- A credit is one Detailed Report. A Quick Report costs half a credit and an Extended Report costs three.
- Credits refresh at the start of each billing period and do not roll over.
- If a report needs more credits than you have left, you can pay the standard one-off price for it. A plan never blocks you from getting a report.
- Cancel at any time. You keep every report and verification page you have already produced.
Plans are billed by Stripe and can be cancelled at any time from your account page. Credits are spent when you start a report, and any report you produce stays yours, with its verification page, after a plan ends.
Questions from landlords & letting agents
Can I use a TraceFolio report in a deposit adjudication?
Yes. The report is a source-cited chronology of the documents you supplied, and it is designed to be handed over as-is. Each finding names the file and passage it came from, so an adjudicator can check any line against your evidence bundle.
It is a presentation of your evidence, not an expert opinion, and it does not replace the submissions you make.
Can I include WhatsApp or SMS threads?
Yes, if you export them to a readable document such as a PDF or text file. TraceFolio reads the exported text and cites passages back to it. Screenshots also work, with text recovered by optical character recognition.
Does the tenant see that I used TraceFolio?
Only if you share the report. Reports are private to your account, and the verification page exposes the certification of the file, not your evidence or your account.
How long are my documents kept?
Uploaded source files are removed on a short retention schedule after the report is produced. The privacy page sets out the exact periods and what is retained.
Related reading
Create your evidence report
Upload a matter you are working on now and see the chronology, contradictions and citations it produces.