Landlord-Tenant Dispute Documentation Checklist
Proper documentation is essential when landlord-tenant disputes arise. This checklist ensures systematic documentation of habitability issues, lease violations, maintenance history, and notice requirements per state landlord-tenant statutes.
- Industry: Real Estate
- Frequency: Per Dispute / Ongoing Maintenance Tracking
- Estimated Time: 30-45 minutes
- Role: Property Manager / Asset Manager
- Total Items: 31
- Compliance: HUD Fair Housing Act - 42 USC Chapter 45, State Landlord-Tenant Acts (Uniform Residential Landlord Tenant Act basis), OSHA Lead Paint Disclosure - EPA 40 CFR Part 745, State Unlawful Detainer Statutes
Lease Violation Documentation
Document lease violations systematically.
- Written notice of lease violation served per state requirements?
- Notice served by legally compliant method (personal service, post-and-mail)?
- Lease violations documented with dates, photos, and witness names?
- Prior written warnings or notices on file for same violation?
- Notice identifies specific lease provision violated with section reference?
Habitability and Maintenance Records
Document maintenance requests and habitability.
- Complete maintenance request log for unit on file?
- All habitability repairs completed within required timeframe per state law?
- No outstanding warranty of habitability violations (heat, water, safety)?
- All tenant maintenance requests responded to in writing?
- All property entry/inspections with proper written notice (24-48 hours)?
Rent Payment History
Document rent payment history.
- Complete rent payment ledger maintained with all amounts and dates?
- All late notices served within required timeframe?
- Partial payment acceptance policy documented and followed?
- 3-day (or applicable) pay or quit notice served and on file?
- Receipts provided for cash payments?
Fair Housing Compliance
Verify fair housing compliance.
- Policies applied consistently regardless of protected class?
- No evidence of disparate treatment of any protected class tenant?
- Reasonable accommodation requests handled per fair housing requirements?
- No retaliatory actions against tenant exercising legal rights?
- Equal Housing Opportunity poster displayed in leasing office?
Unlawful Detainer Preparation
Prepare eviction documentation.
- All required pre-eviction notices served and on file with proof of service?
- Notice period fully elapsed before filing unlawful detainer?
- Legal counsel consulted before filing eviction proceedings?
- Rent balance or lease violation documented with supporting evidence?
- No self-help eviction actions taken (changing locks, removing belongings)?
Security Deposit Documentation
Prepare security deposit dispute documentation.
- Move-in condition report signed by resident on file?
- Move-out inspection report with photographic evidence on file?
- Itemized deduction list with cost documentation prepared?
- Normal wear and tear distinguished from chargeable damage in deductions?
- Security deposit returned or itemized within state required timeframe?
- Complete dispute documentation file organized and accessible?
Related Real Estate Checklists
- Property Tax Assessment Appeal Documentation Checklist
- Commercial Property Insurance Program Review Checklist
- Commercial Lease Compliance Audit Checklist
- Eviction Notice and Lease Termination Compliance Checklist
- Green Building and Sustainability Audit Checklist
- Commercial Property Capital Expenditure Planning Checklist
- Commercial Building Fire Safety Compliance Checklist
- Commercial Tenant Onboarding Checklist
Related Regulatory Compliance Checklists
- Commercial Lease Compliance Audit Checklist - FREE Download
- Eviction Notice and Lease Termination Compliance Checklist - FREE Download
- Real Estate Environmental Site Assessment Checklist - FREE Download
- Commercial Real Estate ADA Accessibility Audit Checklist - FREE Download
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Why Use This Landlord-Tenant Dispute Documentation Checklist?
This landlord-tenant dispute documentation checklist helps real estate teams maintain compliance and operational excellence. Designed for property manager / asset manager professionals, this checklist covers 31 critical inspection points across 6 sections. Recommended frequency: per dispute / ongoing maintenance tracking.
Ensures compliance with HUD Fair Housing Act - 42 USC Chapter 45, State Landlord-Tenant Acts (Uniform Residential Landlord Tenant Act basis), OSHA Lead Paint Disclosure - EPA 40 CFR Part 745, State Unlawful Detainer Statutes. Regulatory-aligned for audit readiness and inspection documentation.
Frequently Asked Questions
What does the Landlord-Tenant Dispute Documentation Checklist cover?
This checklist covers 31 inspection items across 6 sections: Lease Violation Documentation, Habitability and Maintenance Records, Rent Payment History, Fair Housing Compliance, Unlawful Detainer Preparation, Security Deposit Documentation. It is designed for real estate operations and compliance.
How often should this checklist be completed?
This checklist should be completed per dispute / ongoing maintenance tracking. Each completion takes approximately 30-45 minutes.
Who should use this Landlord-Tenant Dispute Documentation Checklist?
This checklist is designed for Property Manager / Asset Manager professionals in the real estate industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.
Can I download this checklist as a PDF?
Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.