Keeping clear maintenance records helps tenants and landlords resolve repair disputes and protect renter rights in Newfoundland and Labrador. This guide explains what documents to keep, how long to keep them, and practical steps tenants can take after a repair or service visit. It covers repair requests, emergency fixes, receipts, photos, communication logs, and common forms you may need when raising issues with your landlord or the Residential Tenancies Board. Whether you are a renter tracking a heating repair or preparing evidence for a hearing, the checklist and examples here will help you organize information effectively and act within required timeframes.
What landlords must record
- Repair requests and work orders with dates, descriptions and contractor details.
- Receipts and invoices for repairs, replacements and materials.
- Photos and videos documenting damage or completion of repairs.
- Communication logs: emails, texts and written notes recording conversations.
- Inspection reports and safety checks, including dates and inspector names.
- Dates and deadlines for promised repairs, follow-ups and completed work.
How tenants can use records
As a renter, your records show what happened and when. Use repair receipts, photos and dated messages to support requests or disputes; mention the Obligations of Landlords and Tenants: Rights and Responsibilities Explained when discussing responsibilities with your landlord. If there is a pattern of delayed or incomplete work, refer to guidance on Routine Repairs in Rental Units: Tenant and Landlord Responsibilities and consider filing an application with the Residential Tenancies Board[1] under the province's tenancy rules[2].
Official forms and when to use them
The common starting form is the application to the Residential Tenancies Board (application for dispute resolution). Tenants use this form when a landlord fails to make agreed repairs, returns deposits incorrectly, or when an urgent health or safety concern is unresolved. For example, if your heat is not restored after repeated written requests, you would file the application and attach copies of your repair requests, receipts and photos to show attempts to resolve the issue[3].
FAQ
- What records should my landlord keep?
- Landlords should keep repair requests, invoices, photos, inspection reports and communication logs showing dates, work done and who performed it.
- How long should I keep repair records as a tenant?
- Keep records while you live in the unit and for at least one year after a dispute is resolved; keep receipts longer if they affect deposit or compensation claims.
- Can I use photos and texts as evidence at a hearing?
- Yes. Time-stamped photos, dated messages and receipts are valid evidence when submitted with your application or presented at a hearing.
How-To
- Gather records: collect dated repair requests, receipts, photos and messages into one folder.
- Notify the landlord in writing: send a clear written request for repair and keep proof of delivery.
- Allow reasonable access for repairs: agree on times and keep a copy of any inspection or entry notices.
- If unresolved, file an application with the Residential Tenancies Board and attach your supporting documents.
- Prepare evidence for the hearing: organize copies and a short timeline to explain the issue clearly.
Help and Support / Resources
- Contact the Residential Tenancies Board
- Residential Tenancies Act (legislation)
- Service NL - Consumer Affairs (landlord and tenant information)
