Keeping clear, dated records of your rental unit's condition helps tenants resolve disputes about repairs, damages, or deposit deductions. In Quebec, documenting problems with dated photos, videos, written notes and witness details supports claims at the Tribunal administratif du logement[1] and helps you track repairs and deadlines. This guide explains practical steps tenants can take when moving in, during a tenancy, and before moving out, including how to prepare photographs, save receipts, request repairs in writing, and use official forms[3]. It also shows where to send evidence and which tribunal and law cover tenancy issues in Quebec[2], so you can confidently assemble the records you need.
What to document
- Photograph and video any damage or habitability issues from multiple angles; keep original files and make backup copies.
- Note dates and times for every incident, repair request, and visit from your landlord or a contractor.
- Keep copies of the lease, amendments, receipts, invoices, written messages and any signed agreements.
- Collect short written witness statements or emails from neighbours or visitors who saw the issue.
- Save repair orders, quotes, and completion notes from contractors or the landlord.
How to collect and store evidence
Follow consistent, simple steps so your records are reliable and easy to use if you need to file an application. Start with a baseline: do a thorough inspection when you move in and note existing damage; the Guide to the Initial Rental Property Inspection for Tenants explains how to record pre-existing issues. Store files in date-labeled folders, keep originals when possible, and keep at least one off-site backup.
- Use a phone or camera to take clear photos and videos; include a calendar or dated object in at least one shot when possible.
- Send repair requests by email or text and follow up with a written letter so there is a record you can print or save.
- Keep all receipts and invoices for emergency purchases or paid repairs; these can support claims for reimbursement or offsets.
- Ask witnesses to send short confirmation emails and save their contact details for possible testimony.
For health or safety issues, review specific guidance about hazards and legal obligations in Quebec; see Health and Safety Issues Every Tenant Should Know When Renting for common examples and practical steps.
FAQ
- Can I use photos and videos as evidence at the tribunal?
- Yes. Clear dated photos and videos are accepted as evidence by the Tribunal administratif du logement and should be accompanied by a written log and any related receipts or correspondence.
- What if the landlord disagrees with my records?
- Keep original files, note how and when they were created, and collect witness statements. Bring a concise bundle of documents and clear copies to any tribunal hearing.
- How long should I keep records after moving out?
- Keep records for at least one year after the end of the tenancy or longer if you have an ongoing dispute; retain receipts and correspondence until the matter is fully resolved.
How-To
- Take dated photos and videos of every problem and save the original files in a labeled folder.
- Send a written repair request to your landlord by email or letter and keep a copy of the message and delivery confirmation.
- Collect contact information and short written statements from any witnesses who observed the issue.
- Keep invoices and receipts for repairs or services you paid for, and note whether you requested reimbursement.
- Prepare a concise bundle of evidence if you file an application with the Tribunal administratif du logement, including a cover page that lists each item.
- File any application or responses within tribunal deadlines and bring both originals and copies to the hearing.
Help and Support / Resources
- Tribunal administratif du logement - Decisions, forms and filing information
- Quebec Government - Renting, model lease and tenant information
- LegisQuebec - Civil Code of Quebec and tenancy legislation
