Evidence for landlord repair problems

• A repair has been reported more than once with no action taken
• You have photos, emails and texts spread across different apps and dates
• You are preparing to escalate to environmental health, a redress scheme or your local council
• You want a single record before things get worse and details become harder to recall

• Emails or portal messages reporting the repair
• Text messages or WhatsApp screenshots with the landlord or agent
• Dated photos or videos of the disrepair
• The tenancy agreement
• Any inspection or contractor visit confirmations
• Rent payment records, if withheld rent is part of the dispute
• Previous complaint letters or emails
• Council or environmental health correspondence, if already involved

Uploads can be PDFs, Word documents, plain text files, photographs and screenshots. Scanned letters and images are read using text recognition, and the page or image each finding came from is recorded.

• Extracts each date a repair was reported, chased or acknowledged
• Builds a chronological timeline from first report to current status
• Flags contradictions, such as a landlord claiming no report was received when one exists
• Notes where information is missing, such as an undated photo
• Cites the exact file and passage behind every fact in the report

1. 1.A tenant uploads emails reporting damp in a bedroom, two follow-up messages, photos taken on different dates and the tenancy agreement.
2. 2.TraceFolio reads all files and extracts the dates each message was sent and any dates visible in photo metadata or timestamps.
3. 3.The report builds a timeline showing the first report, two unanswered follow-ups, and a later reply from the agent disputing the timeline.
4. 4.The Contradictions section flags that the agent's reply claims 'first notified this week', which conflicts with the earlier dated email.
5. 5.The tenant downloads the PDF and verification record to send to environmental health alongside their own complaint letter.

• Executive summary of the repair issue and its current status
• Key Facts, such as the property address and dates involved
• Important Dates for each report, chase and response
• Chronological Timeline from first report to the most recent document
• Contradictions and Inconsistencies between what was reported and what was said in reply
• Missing or Uncertain Information, such as gaps in the correspondence
• Source References linking each fact to its file, page or passage

The report is a downloadable PDF. Every finding points back to the document it came from, and the report carries a verification record so a third party can check that the file they are reading is the one that was produced. See what is in an evidence report for a section-by-section description.

• When the repair was first reported, based on the documents supplied
• How many times it was chased and over what period
• Whether replies acknowledged or disputed the report
• Gaps in the timeline where no response is evidenced
• Inconsistent statements between different messages

• Whether the landlord was legally in breach of their repairing obligations
• Whether the property meets any particular safety standard
• Whether photos are genuine or unedited
• The outcome of any complaint, claim or ombudsman decision

TraceFolio organises and reports on the documents you supply. It is not legal advice, it does not decide who is right, and it cannot confirm that a supplied document is genuine. Where the evidence is silent, the report says so in Missing or Uncertain Information rather than filling the gap.

Your report is visible only to your account. Source documents are deleted 24 hours after processing, while the hashes and the verification record are kept so the report stays checkable. Certification receives cryptographic fingerprints and processing details, never the documents themselves.

The verification page explains in plain language what verification does and does not prove, and security and privacy covers storage, deletion and who processes your data.