Property and Tenancy Details

• Property address: [Address]
• Tenant name(s): [Names]
• Tenancy start date: [Date]
• Log started: [Date]

Communication Log Entries

Record every significant communication — phone calls, emails, text messages, letters, and in-person conversations. Include the date, method, summary, and any action agreed or taken.

Entry Format

• Date: [DD/MM/YYYY]
• Time: [HH:MM]
• Method: [Phone / Email / Text / Letter / In person]
• Initiated by: [Landlord / Tenant / Agent]
• Subject: [Brief description, e.g., Repair request — boiler, Rent arrears, Inspection notice]
• Summary: [What was discussed or communicated]
• Action agreed: [What was agreed, by whom, and by when]
• Follow-up required: [Yes / No — if yes, date and action]
• Evidence reference: [Email ref / Letter ref / Recording ref, if applicable]

Sample Entries

Entry 1

• Date: [Date]
• Method: Email
• Initiated by: Tenant
• Subject: Repair request — leaking tap in bathroom
• Summary: Tenant reported a dripping tap in the bathroom. Stated it had been dripping for approximately one week.
• Action agreed: Landlord to arrange plumber within 5 working days. Tenant to provide access.
• Evidence reference: Email from tenant dated [date], ref: [email subject line]

Entry 2

• Date: [Date]
• Method: Phone
• Initiated by: Landlord
• Subject: Rent arrears — [month] rent outstanding
• Summary: Called tenant to discuss outstanding rent. Tenant stated they were experiencing financial difficulties and would pay within 7 days.
• Action agreed: Tenant to pay outstanding rent by [date]. Landlord to follow up if not received.
• Evidence reference: Phone call log — [date, time, duration]

Repair and Maintenance Log

For repair requests, also record:

• Date repair reported by tenant
• Date landlord acknowledged the report
• Date contractor instructed
• Date repair completed
• Contractor name and invoice reference
• Tenant confirmation of completion (if obtained)

Inspection Record

Record all property inspections:

• Date of inspection notice given to tenant
• Date of inspection
• Inspector name
• Key findings
• Actions required
• Date tenant notified of findings