Keeping detailed records when repairs are needed is one of the best ways a tenant can protect their rights in Newfoundland and Labrador. Good documentation—clear dated photos, short videos, and a written log of calls, texts and repair visits—makes it easier to ask for timely fixes, demonstrate habitability issues like mold or heating failures, and support complaints or hearings if problems aren’t resolved. This guide explains practical, low-cost steps renters can use to create trustworthy evidence, how to note dates and outcomes, and when to use official forms or seek help from the provincial tribunal. Use these tips to stay organized, communicate clearly with your landlord, and preserve your options if a repair dispute escalates.
Why document repair problems?
Documenting problems helps you show the scope, frequency and impact of an issue. Photos and logs make it easier to explain a repair need to a landlord, to a repair contractor, or to a tribunal if the matter is not fixed. Routine maintenance and emergency repairs are handled differently, so keep clear notes about timing and responses; see Routine Repairs in Rental Units: Tenant and Landlord Responsibilities and Emergency Situations and Repairs: Tenant Rights and Responsibilities for details.
What to photograph and record
- Take wide and close-up photos that show the whole area and the specific damage (water stains, mould, cracked fixtures).
- Include an everyday item (phone, coin, or a utility bill) for scale so the size of damage is clear.
- Record short videos to capture active issues like leaking, noisy heaters, or faulty doors.
- Save copies of repair estimates, receipts, invoices and any messages from maintenance staff or your landlord.
Keeping a repair log
- Record the date and time of each problem and every communication with your landlord or property manager.
- Note what was affected, how it affects habitability (heat, water, safety), and whether the issue is recurring.
- Write short, factual notes after each contact: who you spoke with, what they said, and any promised timelines.
- Keep copies of any written notices or forms you serve or receive, and date-stamp physical mail where possible.
Official forms and how to use them
When an issue is not fixed after reasonable notice, you may need to use an official application to request a decision from the provincial tribunal. Common documents include the "Application to the Residential Tenancies Tribunal", which tenants use to ask for repairs, rent abatement, or orders for remedial work; file this when a landlord fails to act despite reasonable notice (for example, no heat for several days after a reported outage and missed repair appointments). See the official application and instructions Application to the Residential Tenancies Tribunal[1].
Find more background on the tribunal, its procedures and timelines on the provincial information page for residential tenancies Residential Tenancies Tribunal[2]. Review the governing statute for your rights and responsibilities: the Residential Tenancies Act (Newfoundland and Labrador) explains what landlords must provide and how disputes are decided Residential Tenancies Act (NL)[3].
If you need to look for other rentals while an issue is unresolved, Find rental homes across Canada on Houseme.
FAQ
- How many photos should I take of a repair issue?
- Take several: at least one wide shot to show location, two close-ups of damage, and a short video if something is actively leaking or making noise.
- How long should I keep repair logs and photos?
- Keep records for as long as the issue could affect you—typically until the repair is fully resolved and any dispute is closed; for serious habitability issues, keep them at least until any tribunal decision is final.
- When should I file an application with the tribunal?
- Consider filing when you have given the landlord reasonable notice, kept records of attempts to resolve the issue, and the problem remains unresolved or is causing health or safety concerns.
How-To
- Identify and prioritise safety issues (no heat, flooding, gas smell) and document them immediately with photos or video.
- Date-stamp and label each photo/video and record the exact time and date of the problem in your log.
- Contact your landlord in writing (email or text) describing the issue, the impact, and the remedy you want; keep a copy.
- Allow reasonable access for repairs, but note each visit, who attended, and any work completed or left unfinished.
- If the landlord does not fix the issue, use the official application form to request a tribunal decision and attach your photos and log as evidence.
- Keep all originals and backups of your files and bring copies to any meetings or hearings.
Help and Support / Resources
- Contact the Residential Tenancies Tribunal
- Residential tenancies application form and instructions
- Residential Tenancies Act (Newfoundland and Labrador)
