Tenant communication records that protect landlords
Disputes over repairs, notices or deposit deductions are usually decided on the paper trail, not on memory of what was said.
4 min read · Updated 2 August 2026
Overview
Disputes over repairs, notices or deposit deductions are usually decided on the paper trail, not on memory of what was said.
What to log
Date, method, who initiated contact, a summary of what was said or requested, and any action promised.
Repairs specifically
Log the report date, any access arrangements, the contractor instructed and the completion date to show you met your repairing obligations.
Keeping it in one place
A single system per property beats scattered texts and emails, especially if a dispute arises months later.
Sharing records if challenged
If a complaint reaches an ombudsman or tribunal, a clear timeline is often the deciding factor in your favour.
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This guide is general information for UK landlords and letting agents, not legal advice. Rules differ across England, Wales, Scotland and Northern Ireland — check your local requirements or take advice before acting.