Keep a rental-repair record of location, requests and follow-up
Record what is observed, then contact the relevant party under the tenancy and actual arrangements. Dated photos, requests and responses clarify what remains outstanding.
Separate observations, requests and responses
Describe the location, observation, discovery date and visible changes. 'Broken' is difficult to follow up, while a photograph alone does not establish the cause. Keep questions for the appropriate professional where inspection is needed.
Read the tenancy and agreed contact arrangements. Distinguish the first request, response and attendance date. Keep written arrangements for charges, access and completion rather than assuming which party is responsible.
Four parts of a repair record
Keep one identifier for the issue and append later responses to its history.
| Item | Record | Follow-up |
|---|---|---|
| Observation | Location, date and photos | Describe visible facts |
| Request | Recipient and original message | Keep the request record |
| Arrangement | Attendance, access and charges | Check tenancy and confirmations |
| Completion | Result and remaining issues | Update the same issue record |
Example: an issue reappears at the same window
A mark at a window returns after rain following previous work. Add new dated photographs under the same issue identifier and provide the earlier request and work record so the follow-up covers the full history.
Organise information before contacting the responsible party
- Location and observations are clear
- Requests and responses are dated
- Charges and access arrangements reflect actual confirmations