Evidence Building
How to Document Issues
Good documentation is your best protection. Learn how to create a paper trail that holds up in court and gets results from management.
Why Documentation Matters
Texas courts require proof. Your word against the landlord's isn't enough. Dated photos, written requests, and delivery confirmations create evidence that can support repair-and-deduct claims, lease termination, or court cases.
1. Photos & Videos
Best Practices:
- Enable timestamps on your phone camera, or use the Timestamp Camera app
- Include context - wide shots showing the room, then close-ups of the problem
- Capture dates - photograph a newspaper or phone screen showing the date in frame
- Video walkthroughs - narrate what you're showing and state the date
- Back up immediately - email photos to yourself or upload to cloud storage
Don't edit photos. Cropping or filtering can make evidence inadmissible. Keep originals with metadata intact.
2. Written Requests
Texas law requires written notice for most tenant remedies. Verbal requests don't count.
Email (Good)
- • Creates instant timestamp
- • Keep all replies in same thread
- • Screenshot delivery confirmations
- • Print copies for your records
Certified Mail (Best)
- • Proves delivery legally
- • Keep the green receipt card
- • Required for some remedies
- • Use USPS tracking number
Pro tip: Send both email AND certified mail for important requests. This covers you if they claim they didn't receive one.
3. Keep a Timeline
A written log of events can be critical evidence. Include:
Date: [MM/DD/YYYY]
Time: [HH:MM AM/PM]
What happened: [Specific description]
Who was involved: [Names and roles]
Evidence: [Photos taken, emails sent, etc.]
Witnesses: [Names and unit numbers]
Use our Maintenance Tracker to keep organized records, or keep a simple notebook with dated entries.
4. Save All Communications
Emails
Create a folder. Never delete anything from management.
Text Messages
Screenshot entire conversations. Include phone number visible.
Portal Messages
Screenshot maintenance requests and responses from tenant portals.
Phone Calls
Follow up in writing: "Per our call today at 2pm, you said..."
What Should You Document?
Ready to Report an Issue?
Use our tools to document and report problems to the tenant association.