Why keep a rental record?
Well-organized documentation shows dates, communication and condition. When a repair is delayed, a deposit is withheld, or a notice arrives, records help you explain what happened and support any dispute before the landlord or a tribunal.
What to document
- Photos and short videos of damage, stains, mould, or unsafe conditions (with date stamps where possible).
- Move-in and move-out checklists or inspection reports — sign and date copies whenever available.
- Copies of written requests to fix problems and replies from your landlord or property manager.
- Receipts for rent, repairs you paid for, and any agreed deductions from a deposit.
- A dated log of phone calls or visits with times, names, and short notes about what was discussed.
Start your file from day one: keep the move-in inspection, lease, keys receipts and any written agreements. If you want guidance on doing the initial inspection, see the Guide to the Initial Rental Property Inspection for Tenants.
How to save and send records
Keep both digital and physical copies. Scan or photograph documents and save copies in a dated folder on your phone or cloud account. Backups are useful if a phone is lost. When you send a repair request, do it in writing (email or text) and keep the sent message and any reply.
Deposit and end-of-tenancy documentation
Keep records about deposits and any agreed deductions. Before you move out, do a final clean and take time-stamped photos showing the unit's condition. If there is a dispute about the deposit, your move-in inspection and receipts are the strongest evidence. For details on deposits and how they work, read Understanding Rental Deposits: What Tenants Need to Know.
If you need to reclaim a withheld deposit with interest, see guidance such as How to Get Your Security Deposit Back with Interest When Moving Out for steps to document and apply for a refund.
FAQ
- What evidence is best for documenting damage?
- Clear, dated photos and short videos taken from multiple angles, combined with dated written requests and receipts, are the most useful evidence for tenancy disputes.
- How long should I keep rental records?
- Keep records for the full tenancy and at least one year after you move out; keep deposit records longer if a dispute is ongoing or unresolved.
- Can I use photos and messages as evidence in a hearing?
- Yes. Tribunals accept photographs, timestamps and written communications as evidence; bring originals and backups to any hearing and provide copies to the other party when required.[2]
How-To
- Take clear, dated photos and short videos of the issue from multiple angles.
- Record the date and time of every incident, repair request, and follow-up call in a timestamped log.
- Send written repair requests (email or text) and keep copies of the sent message and any landlord responses.
- Save receipts for rent and any out-of-pocket repairs; note whether the landlord agreed to reimburse you.
- If a dispute continues, contact local tenant services or Legal Aid for next steps before filing an application with the tribunal.[3]
Key Takeaways
- Document everything with dates: photos, messages, receipts and inspection reports.
- Send written requests for repairs and keep copies of all communications.
- Keep deposit and rent payment records to support any refund or dispute.
Help and Support / Resources
- Contact: Government of the Northwest Territories — Residential Tenancies
- Contact: Northwest Territories Courts and dispute processes
- Contact: Legal Aid Northwest Territories
