How to document a landlord repair problem

1. 1.Note the date you first noticed the problem

   Write down the exact date you first became aware of the issue, such as damp, a leak, or a broken appliance, even before you report it. This establishes the starting point of your timeline.

2. 2.Report the issue in writing, even if you call first

   If you report the problem by phone, follow up with an email or text the same day summarising what you said and to whom. Verbal reports are easily disputed later if there is no written record of them.

3. 3.Take dated photographs or video immediately

   Photograph the problem as soon as you notice it, including a wide shot showing the location in the property and a close-up of the damage or fault. Take further photos periodically if the problem worsens, so you can show progression over time.

4. 4.Keep every reply, including non-replies

   Save every response from your landlord or agent, and equally note when a reasonable period passes with no response at all. Silence is often as relevant as a reply when it comes to showing a delay.

5. 5.Record the impact of the problem, not just the fault itself

   Note anything the problem has affected, such as being unable to use a room, needing to buy a dehumidifier, or a member of the household becoming unwell, with dates. This is separate from the technical fault and is often just as important.

6. 6.Log every visit or inspection

   When a contractor or the landlord visits, note the date, who attended, what they said or did, and what was agreed to happen next. Ask for this in writing afterwards if it was not confirmed on the day.

7. 7.Keep a simple running log

   Maintain a single document or spreadsheet listing every date, action and outcome in order, rather than relying on your memory or scattered messages. Update it as things happen rather than trying to recall the sequence weeks later.

8. 8.Retain receipts for any costs you incur

   Keep receipts for anything you buy or pay for because of the problem, such as temporary heaters, cleaning products, or alternative accommodation, since these may be relevant if you later seek reimbursement.

9. 9.Check relevant legal reporting time limits

   Some repair obligations have statutory notice requirements or timeframes, particularly for serious issues such as damp, mould, or heating failures, so check your tenancy agreement and any relevant guidance for your situation rather than assuming a general time limit applies.

A tenant notices a leak under the kitchen sink on 2 May, photographs it, and emails the letting agent that evening. The agent does not reply until 20 May, and a contractor is not booked until 4 June. The tenant's log shows the 33-day gap between report and repair, supported by the original email, the agent's late reply, and photographs from 2 May and 10 May showing the leak had worsened. This dated record is far more persuasive than a general complaint that 'nothing was done for weeks'.

Repair disputes are often weakened by evidence that is undated or that only exists in memory.

• Only reporting a problem verbally with no written follow-up
• Taking a single photograph rather than showing how the problem developed
• Not recording periods of silence from the landlord or agent
• Throwing away receipts for costs caused by the problem

If the problem remains unresolved after a reasonable period, check your tenancy agreement and any relevant local authority or ombudsman guidance for how to escalate a repair complaint. Your dated log, photographs and message history will form the core of that escalation.

TraceFolio can take your emails, text screenshots and photographs of a repair problem, up to 20 files, and produce a report with a chronological timeline, key facts and important dates, each citing the specific file it came from, which is useful when presenting a repair history to a landlord, agent or ombudsman.

It cannot inspect the property itself or confirm the extent of any damage; it only organises and cites the documents and photographs you provide.