Description
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
Categories & Tags
The Landlord Association (TLA)