It’s important to remember that gathering evidence starts at the beginning of the tenancy and continues throughout the lifecycle of the tenancy. Follow our evidence gathering guidance to give your disputes a greater chance of success, or better still avoid them altogether.
How does the dispute resolution process work
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1. Put everything in writing from the startThe inventory check-in and check-out reports are along with tenancy agreement, the most important pieces of evidence you can gather. The check-in report should be made at the very start of a tenancy. list everything that’s already in the property, including the condition of the carpet, walls, furniture and garden. Adjudicators will use this to judge the original property condition in a dispute. |
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2. Keep records throughout the tenancyIf you carry out mid-term property inspections, or have to deal with issues at the property, whether that’s maintenance, improvements, or repairing issues caused by the tenant, keep a record of your communications and actions. Texts, emails and receipts for work done can all help support a claim at the end of the tenancy if they’re relevant and provable. |
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3. Complete the check out as close to the tenancy end as possibleWe The check-out is a chance for you and your tenants to review the condition of the property. Compare the check-in report, and note any changes. Gather evidence such as photos or evidence that will support any claim you make. |
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4. Stick to the factsBe detailed and thorough but most of all be factual and honest. The inventory, check-in report and check-out report should include facts, including information about the age and condition of items. Adjudicators make their decisions based on evidence - so it’s important that the report is objective. Using a third-party inventory service is an easy way to create strong, impartial check-in and check-out reports. |
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5. Take photos at check-in, check-out and during inspectionsGood quality photos help adjudicators get an accurate view of the condition of the property to compare it at the start and end of the tenancy. Pictures should be clear and in colour. Make sure they’re date-stamped to prove they were taken on the dates you claim. |
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6. Get signaturesCheck-in and check-out reports that have been signed by all parties carry more weight as evidence. It shows that everyone agrees with the description of the property and that it’s not just one person’s opinion. Unsigned reports create doubt for the adjudicator about their accuracy. If you’re a tenant, make sure you read and consider the report before signing it, and take a copy for yourself. |