Landlord-Tenant Dispute Evidence Guide
Property condition disputes — deposit deductions, damage claims, maintenance failures — often come down to documentation quality. A timestamped, room-by-room photo record is more credible than a verbal account or scattered camera roll photos. This guide helps landlords, tenants, and paralegals organise evidence before it is needed.
What makes evidence credible
- Timestamps — photos with verifiable dates and times.
- Completeness — all rooms documented, not just problem areas.
- Context — wide shots showing room layout alongside close-ups of issues.
- Structure — evidence organised by area, not scattered in a camera roll.
- Shareable format — a PDF that can be filed with an application or shared in a hearing.
Evidence for landlords (L1 / L2 applications)
- Move-in inspection report showing condition before the tenant occupied.
- Move-out inspection report showing condition after the tenant left.
- Close-up photos of each damage item being claimed as a deduction.
- Repair estimates or invoices corresponding to documented damage.
- Maintenance requests and response records if relevant.
Evidence for tenants (T1 / T2 applications)
- Move-in condition report showing pre-existing issues.
- Photos of maintenance issues reported but not repaired.
- Documentation of conditions affecting habitability.
- Before/after photos showing changes during the tenancy.
- Correspondence records alongside condition documentation.
What to document room by room
- Every room from at least two angles
- Floors, walls, ceilings, and baseboards
- Windows, doors, and locks
- Kitchen appliances, counters, and cabinets
- Bathrooms: fixtures, tiles, ventilation
- Any specific issues relevant to the dispute
Common evidence mistakes in disputes
- Only documenting problem areas and not the full property
- Using photos taken after the dispute started, not before
- Relying on undated screenshots or social media photos
- No written record accompanying the photos
- Photos that are unclear or blurry at the critical detail
- Not saving a copy before the tenancy ends
How StayProof helps
StayProof turns property photos into structured, timestamped condition reports with room-by-room evidence and AI-assisted issue descriptions. The PDF can be shared with a paralegal, filed with an application, or presented in a hearing. Reports are organised by area, dated, and exportable — the format adjudicators and mediators can review without confusion.
Disclaimer: StayProof reports are documentation aids. They are not legal advice, a formal assessment, or a guarantee of outcomes at the Landlord and Tenant Board or any other tribunal. Consult a licensed paralegal or lawyer for legal guidance.
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