Evidence Log Builder
Build a clear, dated evidence log for a rented housing complaint, deposit dispute, repair problem, harassment issue, eviction concern, council complaint, ombudsman case or tribunal preparation.
Use this builder for: repair requests, damp and mould, hazards, HMO problems, landlord harassment, illegal eviction, deposit disputes, tenant fees, rent increases, rental bidding, benefits or children discrimination, social housing complaints, council delays, letting agent complaints, pet requests and Right to Rent or document-check concerns.
Evidence Log Builder overview
An evidence log is a structured record of the facts behind a renting problem. It should show what happened, when it happened, who was involved, what proof exists, where the proof is saved and what outcome the renter wants. A good log can turn a confusing complaint into a clear timeline that a landlord, letting agent, council officer, deposit adjudicator, ombudsman, tribunal, solicitor or adviser can follow quickly.
This tool is useful because most renting routes depend on proof. A council may need photos, repair reports and messages before inspecting. A deposit scheme may need inventories, photos, receipts and correspondence. The Housing Ombudsman will look at the complaint history and landlord responses. Illegal eviction or harassment cases often need a diary, messages, witness details and proof of occupation. The builder below helps collect all of that in one complaint-ready format.
Quick route map
Recent evidence and complaint-handling updates
What this builder checks
- Timeline strength: whether you have enough dated events to show what happened, when it was reported and how long the response took.
- Evidence coverage: whether you have photos, videos, messages, documents, payment records, witness notes, medical evidence, certificates, council references or scheme records.
- Route fit: whether the evidence pack looks more suitable for a landlord complaint, council report, deposit scheme dispute, Housing Ombudsman, LGSCO, letting agent redress, tribunal, police or adviser review.
- Urgency flags: whether the issue involves emergency hazard, illegal eviction, harassment, homelessness, vulnerable household members or unsafe pressure.
- Missing proof: whether you need a screenshot, call note, witness statement, repair log, payment proof, scheme search result, complaint reference, final response or inspection report.
- Copyable output: the result creates a CSV-style log, complaint summary, witness statement prompt, photo checklist and evidence-bundle cover note.
Do not alter dates, crop out context or edit evidence in a misleading way. Keep original files safe and use copies for complaints.
Official and advice sources
- GOV.UK — Private renting repairs
- GOV.UK — Harassment and illegal evictions
- GOV.UK — Tenancy deposit protection disputes and problems
- GOV.UK — Awaab’s Law guidance for social landlords
- Housing Ombudsman — Complaint Handling Code 2024
- Housing Ombudsman — How to complain to your landlord
- Local Government and Social Care Ombudsman — How to complain
- Shelter England — Complain to environmental health
- Shelter England — Evidence for a deposit dispute
- Shelter England — Harassment by a private landlord
- DPS — Common deposit dispute evidence questions
- Citizens Advice — Complaining about your landlord
Evidence log FAQs
What is an evidence log?
An evidence log is a dated list of events and proof. Each entry should explain the date, time, evidence type, who was involved, what it shows, where the file or message is saved, and what action is needed. It helps the person reviewing the complaint understand the case without reading hundreds of unorganised messages.
What evidence should I keep for repairs, damp and mould?
Keep dated photos and videos, repair requests, landlord replies, contractor visit notes, inspection records, medical evidence where relevant, evidence of children or vulnerable people affected, and a timeline showing when the issue started and when it was reported.
What evidence should I keep for a deposit dispute?
Keep the tenancy agreement, deposit certificate, prescribed information, check-in inventory, check-out report, dated photos, cleaning evidence, invoices, rent account, deduction list and all messages with the landlord, agent and deposit scheme.
What evidence helps with illegal eviction or harassment?
Keep a diary with dates and times, threatening messages, eviction threats, notices, call logs, witness details, photos of changed locks or removed belongings, utility cut-off evidence, police or council reference numbers and proof you live at the property.
Should I record phone calls?
Rules on recording and using recordings can be complicated. A safer basic step is to write a call note immediately after the call with the date, time, person spoken to and exact words used, then send a follow-up message asking them to confirm or correct your understanding.
How should I name evidence files?
Use clear file names with dates, issue and location. For example: 2026-04-03-bedroom-mould-photo-01.jpg, 2026-04-05-email-landlord-repair-request.pdf, or 2026-04-09-council-reference-prs123.txt. Keep originals unchanged.
Can screenshots be used as evidence?
Screenshots can be useful, especially for adverts, messages, rent offers, “No DSS” wording, deposit searches and council or agent portals. Try to include the date, sender, URL, property address or reference number where possible.
What if I have no evidence yet?
Start with a timeline. Write down dates, times, what happened, who was involved and what outcome you want. Then collect the easiest proof: tenancy agreement, payment records, photos, messages, landlord details and any complaint reference numbers.
Can I use this evidence log for the Housing Ombudsman?
Yes. For social housing complaints, the log can help show the complaint timeline, Stage 1 and Stage 2 responses, delays, repair records, impact on the household and the outcome requested.
Can I use this evidence log for LGSCO?
Yes. For council-service complaints, it can show when you contacted the council, what reference you were given, whether they inspected, what decision they made, what delay happened and why you think the council response was inadequate.
Is this builder legal advice?
No. It is an evidence organisation tool. It does not decide if evidence is legally admissible, enough for court or enough for a complaint to succeed. For urgent or high-risk cases, get advice quickly.
