How can i properly document a complaint (phone calls, written)?

Question

I want to keep track of the complaints made to the landlord concerning the lack of heat in our apartment and I want to do it properly so that it holds up in court if need be. Thanks.

Answer 1

I think actually writing it down on paper with a date and time that you made each complaint, with their response would be sufficient enough. Keep a file on the issue and keep up up-to-date. I have done several of these things and unfortunately, have had to use them in court from time to time. It does work this way, it really is that simple. Good luck, I know that can be a pain.

Answer 2

Easy! Get yourself a notebook and write down the date and time of each correspondence. Every time you talk with the landlord, via phone or personal conversation - write it down and summarize the discussion. If you do see someone working on the utilities in and around the building - make note of it (just in case your particular problem isn't fixed). If you write a letter to your landlord, make a copy for yourself and reference it in the notebook.
I
If your landlord gets particularly nasty, you may be able to record your audio conversations with him/her, but check your state's laws first as this can also be considered a form of entrapment and will come back to haunt you.

Also if you need to call in the police for any reason - (ex, noisy neighbors) they'll also have their own records which the courts can look up.

Of course, double check your lease! Unless it's written in your lease, the landlord is not always responsible for utilities. Some do offer heat and water to attract tenants, but this isn't' always the case. If yours did - then by all means he or she has the responsibility to keep it working.

Answer 3

First thing you must do is write a letter to the landlord stating that you have a problem and need it to be fixed. Also, any follow-up letters too. Always get it in writing.

Another good idea is to get an indoor thermometer and take a picture of you in your apt, clearly showing the temp.

Another good tip is if you have a friend who is licensed to work on heating systems, have them write up what the problem is in your apartment on their company letterhead. That way if the landlord wants to dispute it, you have a professional opinion siding with you.

Good luck...just remember the best thing to do is write letters, and collect all documents in case you need to go to court.

Answer 4

In order for it to be used in cour, you need to document the date, time, who you spoke to, the results of the conversation, etc.. It would also help if you sent certified letters with a return receipt, and keep the landlord's replies. The letters must also state the problem and that you want to have it fixed immediately. I believe you have the right to withold rent if not taken seriously.

Answer 5

Recod it and notify him that the telephone call is being recorded. You can also send written notification, have it notarized and send it by Certified Mail and get a reciept after he signs for it. Make sure you make copies of everything for yourself.

Contact the Board of Health and the City Building Inspectors or the Fire Department to make a report for you. That should do it! Make sure you have all of your paid rent reciepts to present to the court. Take pictures of your apartment...If there is a tenant advocacy group or legal aid in your area contact them.

Answer 6

Put them in writing, keep a copy, and mail them return receipt (thats where someone has to sign saying they rec'd this particular piece of mail, and then the post office sends the signed receipt back to you).
Phone calls won't hold up in court if it comes down to he said/she said, and you can't LEGALLY tape the conversation (almost got myself in trouble for that with my ex!).