With the Renters’ Rights Bill coming into force on 1 May 2026, good documentation will become one of the most important parts of smooth property management. Clear records protect landlords, reassure tenants and make compliance far easier.

This guide shows how to create strong, tidy and defensible digital records without complicated software or heavy admin.

Why Complaint-Proof Records Matter

Strong records give you a reliable way to show what was agreed, when something was reported and how you responded.

When communication is logged clearly, many disputes are resolved before they escalate. This also helps you prove that you have acted fairly and on time. Good documentation supports you whether you self-manage or work through an agent.

If you're a togetha customer, all of the below are included in your platform as standard.

The Four Types of Records You Need

These are the core areas every landlord and agent should have in place before May.

1. Communication logs

A communication log keeps track of messages, notices and instructions. The aim is to show the full timeline of what was said and when. Short, clear entries are best.

2. Repair and maintenance records

These should outline what was reported, the date you acknowledged it and when the work was completed. A simple digital list or tracker is usually enough.

3. Inspection notes

Inspection records help prevent future disagreements about condition or responsibilities. They should include dates, photos and short notes about what you observed.

4. Tenancy agreement versions and updates

Keep a clean digital archive of every signed agreement, any addendums and previous versions. This protects both parties and keeps your portfolio tidy.

Setting Up a Simple Digital System

If you don't have a single, unified tool for property management, to keep everything in one place with secure and time-stamped records, the goal for manual record keeping is consistency and clear structure. Use one folder per tenancy and keep everything inside it.

Choose a storage method you can access quickly. Everything on togetha is stored in the securely encrypted Vault. Whatever method you're using, make sure you're compliant with GDPR requirements.

How to structure your folders

Create a folder for each property or tenancy. Inside it, use subfolders with clear names. For example:

• Agreements
• Repairs
• Inspections
• Certificates
• Communication
• Move in and move out

This structure makes it very easy to find information during renewals, disputes or compliance checks.

What to Record During Repairs

A good repair log can prevent many problems. Your entries only need a few lines each. Or, if you're a togetha customer, the whole maintenance and repairs process is logged and time stamped at every stage automatically, from reporting through to being fixed and signed off.

Not a togetha customer yet? A helpful repair entry includes:

• Date the issue was reported
• Summary of the problem
• Date you acknowledged it
• Date and details of contractor visits
• Completion date and outcome

Short, factual and time stamped notes create a clear trail that supports you if questions arise later.

What to Record During Inspections

Inspection notes should show condition, safety and any actions agreed with the tenant.

Keep entries simple and consistent. If you're a togetha customer, all of the below is automatically time-stamped, ready for audit should you ever need it.

A good inspection record includes:

• Date and time of inspection
• Photos of each room
• Notes on condition
• Any agreed next steps
• Date you shared the notes with the tenant

Consistency is more important than detail.

Template: Communication Log

Below is a simple template you can copy if you aren't yet a togetha customer. If you are a togetha customer, all of the below is included in your account as standard as part of your tenant communication portal.

Communication Log

• Date:
• Who contacted who:
• Method (email, app, phone):
• Summary of message:
• Action taken:
• Next step:

Use one line per message. The aim is to track the conversation, not rewrite it.

Template: Inspection Notes

Inspection Notes

• Property:
• Date:
• Rooms checked:
• Condition summary:
• Photos stored in folder:
• Actions agreed:
• Shared with tenant on:

This creates a predictable format that is easy to maintain.

Template: Tenancy Agreement Record

Agreement Record

• Tenant name:
• Agreement start date:
• Agreement end date (if fixed):
• Version number:
• Date signed:
• Copies stored at:
• Addendums or updates:

Keep each agreement version in the same folder so you can track changes over time.

How Often to Update Your Records

Consistency is key. If you're a togetha customer, everything is updated automatically within the platform. If not, these simple habits keep everything up to date:

• Add communication entries within 24 hours
• Update repair logs as soon as an issue is acknowledged
• Store inspection notes on the same day
• Archive new agreements immediately after signing
• Review folders once a month to keep things tidy

The time to review and manage all of the above can stack up and if something isn't making sense, untangling it requires more time. togetha saves our customers hours every week on admin time, and has financial reporting tools to help you maximise revenue from your portfolio, whatever the size.

Ready to optimise your property management business? Book a demo today.