How to Document Housing Disrepair in a Rented Home

When a housing repair problem appears in a rented home, it is easy to hope that it will be fixed quickly. Often, that happens. However, if damp, leaks, broken heating, faulty plumbing, or unsafe electrics continue after you have reported them, clear records can become very important.

Good documentation helps a tenant explain the problem accurately, follow up effectively, and show how long the issue has been affecting the property. It may also be useful if you need to ask the council or an independent adviser for help.

What Counts as Housing Disrepair?

Housing disrepair can include a wide range of faults that affect the condition, safety, or comfort of a rented home. Common examples include:

• Leaking roofs, pipes, or ceilings
• Damp, mould, or water damage
• Broken boilers or lack of hot water
• Faulty electrical wiring or sockets
• Damaged doors, windows, or locks
• Problems with toilets, sinks, drains, or baths
• Structural damage, such as cracks or unsafe stairs

In England, landlords are generally responsible for housing repairs to the property’s structure and exterior, heating and hot-water systems, sanitary fittings, and electrical wiring.

The facts of each case matter. For example, a tenant may be responsible for accidental damage caused by them, their household, or visitors.

Report the Problem in Writing

The first step is to report the problem to your landlord or letting agent as soon as you notice it. Even if you speak to them by telephone, follow up with an email or letter confirming what you discussed.

Your written repair report should include:

• The date you noticed the problem
• Where it is located in the property
• A short description of what is happening
• Whether the problem is becoming worse
• How it affects your household
• A request for the repair to be arranged

For example, instead of writing “there is damp in the bedroom”, explain where the damp is, how long it has been there, and whether it is spreading or producing mould. Clear details make it easier for the landlord to understand the issue and arrange the appropriate repair.

Keep a copy of every message you send. Local authority guidance also recommends following up repair reports in writing and retaining photographs as evidence.

Take Photographs and Videos

Photographs and videos can show the condition of the property more clearly than words alone. Take images when you first notice the issue and continue taking them if it changes or worsens.

Try to include:

• A wide photo showing where the problem is
• A close-up image of the damage
• Photos taken on different dates
• Images of any damaged furniture or belongings
• A video if the problem involves a leak, dripping water, or an intermittent fault

Store the original files safely, as they usually contain date information. It may also help to make a simple folder for each repair issue, particularly if several problems are happening at the same time.

Keep a Repair Diary

A repair diary does not need to be complicated. It can be a notebook, a document on your phone, or a spreadsheet. Record each important event, including:

• The date you reported the issue
• The name of the person you contacted
• Their response or promised action
• Repair appointments and whether they were attended
• The work that was carried out
• Whether the repair fixed the problem
• Any effect on your health, daily life, or belongings

This creates a clear timeline. It can be especially helpful if a repair is attempted more than once but does not solve the underlying problem.

Save Evidence of Costs and Impact

If the housing disrepair has caused financial loss, keep receipts and records. This may include damaged possessions, additional heating costs, cleaning products, or temporary accommodation. Do not throw away damaged items before you have photographed them, unless they pose a health or safety risk.

If the issue affects your health, keep relevant medical letters, prescriptions, or appointment records. These documents should be handled carefully and only shared when necessary.

For ongoing issues, information about Housing Disrepair may help you understand what support or next steps could be relevant to your situation.

What to Do if Repairs Are Still Not Completed

Follow up in writing if the landlord has not responded or the repair has not been completed within a reasonable period. The urgency will depend on the issue. A serious leak, unsafe electrical fault, or lack of heating requires more urgent attention than a minor cosmetic defect.

If the condition is serious and remains unresolved, tenants in England may contact their local council, which can assess housing hazards. Do not stop paying rent or arrange major repairs yourself without obtaining appropriate independent advice.

FAQ

Should I report a repair problem by phone or email?

You can report it by phone, but follow up in writing. An email or letter gives you a dated record of what you reported.

How many photographs should I take?

Take enough photographs to show the location, scale, and development of the problem. More useful images are better than many unclear or duplicated ones.

What if the landlord says the problem is my fault?

Keep your evidence and ask for the landlord’s response in writing. Responsibility may depend on the cause of the damage and the terms of your tenancy.

Can I take photos during a contractor visit?

Yes, provided you do so respectfully. You can also take notes about what the contractor says and the work they carry out.

How to Document Housing Disrepair

Clear evidence can make a difficult repair problem easier to manage. Report issues promptly, communicate in writing, take dated photographs, and keep a simple diary of every update.

These steps help protect your position and give you a stronger record if housing disrepair remains unresolved.

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