Keeping records
It is very important to keep all records about the tenancy. These can help you clear up any issues that arise either during or at the end of the tenancy. Both parties should keep a copy of:
- the tenancy agreement
- the property inspection report
- rent records and receipts
- water, power and phone bills
- invoices for any work carried out at the property, such as maintenance or cleaning
- letters or emails sent to or received from the other party.
Keep contact details up to date and exchange contact phone or fax numbers, email addresses etc.
Record details of your communication with the other party. For example, make a diary note when rent is paid or received, or repairs or maintenance are discussed.
If you cannot sort out the situation yourselves, you can apply to the Tenancy Tribunal through the Department of Building and Housing and ask for mediation to assist in reaching a mutual agreement. You must supply relevant documents to support your application especially if the matter proceeds to the Tenancy Tribunal.
Example of how to record information
Monday, 1 January: Called agent to advise that the stove element wasn’t working. Spoke to John Smith who told me that he would mark it in their repairs/maintenance log.
Thursday, 4 January: Still haven't been contacted regarding the stove element in need of repair. Called the Department of Building and Housing to check on the process for repairs. The Department told me I could issue a 14 days’ notice.
Friday, 5 January: Downloaded the 14 days’ notice from the Department’s website, filled it in and dropped it into the agent's office at 2.45pm.
Monday, 8 January: Agent advised that they had arranged for both them and a repairman to enter my unit during the day and fixed the stove element.