RRA 2026 Ready — Protected Member Document

Communication Record Log

Audit trail document for recording tenancy communications, notices, complaints, disputes and third party involvement.

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RRA 2026 ready
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Communication Record Log TLA member document library.
Member Document Document category.
Free with TLA membership Included with Landlord, Business and Agent plans.
Guidance-led resource: Supports compliance organisation. Does not legally certify compliance.
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Communication Record Log

This TLA member document records material communications between the landlord, agent, tenant and third parties during a tenancy. It creates a dated audit trail for tenancy management, notices, complaints, disputes and legal support referrals.

What this document covers

  • Property, tenancy and tenant details
  • Emails, calls, letters, messages and conversations
  • Formal notices served during the tenancy
  • Complaints and dispute history
  • Third party involvement, including councils, ombudsman, contractors or solicitors
  • Maintained-by section for audit control

Entries should be factual, dated and neutral. Copies of related emails, letters, screenshots and notices should be retained separately in the tenancy file.

Why this is important under RRA 2026

Under the RRA 2026 framework, clear records matter. A landlord or agent may need to prove what was said, when contact was made, what notices were served, and how issues were handled before escalation.

A complete communication log can support rent arrears cases, possession evidence, deposit disputes, disrepair complaints, ombudsman investigations and TLA Legal Support Hub referrals.

When should landlords use this log?

Use this log throughout the tenancy whenever there is meaningful contact with the tenant, agent, contractor, local authority, ombudsman, solicitor or another third party.

Evidence and compliance checks

  • Record dates and methods of communication accurately
  • Keep summaries factual and neutral
  • Retain copies of supporting emails, messages and letters
  • Record formal notices and proof of service separately
  • Cross-reference repair logs, rent ledgers and possession evidence where relevant

Important legal note

Poor communication records can weaken a landlord’s position where the facts are disputed. This log should be maintained consistently and reviewed before any legal escalation.

Keywords: communication record log, tenancy communication log, landlord audit trail, tenant dispute evidence, RRA 2026 records, landlord communication record

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Communication Record Log

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Document purpose

A practical member resource.

TLA member documents support landlords, agents and property managers with tenancy setup, compliance preparation, record keeping and day-to-day property management under the Renters' Rights Act 2026 framework.

Best used for: tenancy files, compliance workflows, record keeping, managed lettings, notices and pre-tenancy preparation.
General coverage

What TLA documents support

  • Tenancy setupTemplates and records for new and existing tenancy arrangements.
  • RRA 2026 readinessDocuments updated for the Renters' Rights Act 2026 framework.
  • Compliance recordsOrganised record keeping for deposits, notices and certificates.
  • Repairs and evidenceContractor, inspection and communication log support.
  • Notices and lettersStatutory and operational notice templates for common situations.
  • Editable formatsDocuments designed for property-specific completion and filing.
Legal disclaimer: Documents provided by The Landlord Association are for general compliance support and document preparation only. They do not constitute formal legal advice. Members should adapt documents to the specific tenancy, property and management arrangement. Legal advice should be taken where required, especially before serving notices, starting possession proceedings or relying on documents in a formal dispute.