1) Signed tenancy agreement*
Providing a signed copy of the tenancy agreement is essential for virtually all disputes. Without it, your claim may be rejected, as the adjudicator won't be able to establish the tenant's contractual obligations.
2) Signed check-in and check-out inventory reports*
The adjudicator uses check-in and check-out reports to compare the property condition at the beginning and end of the tenancy. Reports that have been signed by all parties carry more weight as evidence, showing everyone agrees with the description of the property. Unsigned reports can't be verified, making it more likely the claim is rejected.
3) Signed reports of periodic property inspections*
Periodic property inspections are an opportunity to make sure it's being maintained, as well as identify any potential issues that could cause friction and potentially result in a dispute. These reports don't need to be as detailed as check-in/out reports but can add useful evidence in the event of a dispute.
4) Copies of any correspondence between the landlord and tenant
Correspondence such as when repairs were reported, when they were completed, what was agreed to between parties, admissions of liability and service of notice can help the adjudicator establish a timeline of events.
5) Invoices/estimates/receipts and quotes*
These documents illustrate claim costs for repairs or restoration, redecoration, replacement of damaged goods, gardening, cleaning and waste disposal. Where possible, the contractor should itemise their costs, detailing the work completed.
6) Statement of the rent account**
A rent account statement is important when the claim involves rent arrears. It helps the adjudicator understand what payments were owed, what payments were made and what payments were missed. The statement should document the property, person the account relates and a breakdown of how the rent arrears are calculated.
7) Date stamped photographs or video recordings*
Before and after photos allow adjudicators to see the reason for the claim. Photos should be submitted with an explanation of what they're showing (e.g. colours, item description, marks on surfaces, etc.) and clearly show the alleged damage or defect.
8) Witness statements
Witnesses, such as independent contractors, surveyors' reports or third-party agencies can have useful information for the adjudicator to consider regarding a claim. Landlords and tenants can both submit witness statements, or letters to support their claim. The adjudicator won't contact witnesses to obtain further evidence, cross-examine them, or take evidence under oath.
* Good evidence for: non-payment of rent, cleaning, damage to property, gardening, outstanding utility bills, contractors' fees for maintenance, wear and tear
** Good evidence for: claims relating to the payment of rent.