Tenant Communication Log Template

A practical template and guide for recording every landlord-tenant interaction

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Quick Answer: Keeping a log of every communication with your tenants is no longer optional -- it is essential evidence under the Renters' Rights Act 2025. This guide provides a ready-to-use template, example entries, and practical advice on what to log, how to log it, and how long to keep records.

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Most landlord-tenant disputes come down to one question: who said what, and when? Without a communication log, the answer is usually "it depends who you ask." With one, you have facts.

Under the Renters' Rights Act 2025, every Section 8 eviction now requires documented evidence. If you need to demonstrate persistent rent arrears, antisocial behaviour, or failure to address a reasonable request, your communication log is the foundation of your case. Courts and tribunals expect clear records. Vague recollections do not hold up.

This template gives you a structured format for logging communications, along with examples, legal requirements, and practical tips for making logging part of your routine.

Why Communication Logging Matters

Evidence for Possession Claims

Since 1 May 2026, Section 21 "no-fault" evictions no longer exist. Every possession claim must go through Section 8, and every Section 8 ground requires evidence. Your communication log provides:

• Proof of notices served -- including date, method, and content
• Evidence of response times -- critical for Awaab's Law compliance
• Records of tenant behaviour -- for antisocial behaviour or breach of tenancy grounds
• Demonstration of reasonableness -- showing you communicated clearly and gave tenants fair opportunity to comply

Dispute Resolution

Communication logs help resolve disputes before they reach court:

• Deposit disputes -- the Tenancy Deposit Scheme (TDS, DPS, mydeposits) will review communication records when adjudicating claims
• Disrepair claims -- logs showing you responded promptly and arranged repairs undermine claims of negligence
• Rent arrears -- a clear trail of reminders, formal letters, and the Pre-Action Protocol is mandatory before issuing proceedings

Professional Practice

Beyond dispute readiness, consistent logging makes you a better landlord:

• Nothing falls through the cracks
• You can hand over to a letting agent with full context
• You can demonstrate professionalism to tribunal judges
• You build a history that supports reference reports and landlord ratings

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What to Log

Log every interaction that relates to the tenancy. If in doubt, log it. The cost of logging something unnecessary is zero. The cost of not logging something important can be thousands of pounds.

Always Log

• Repair requests and your responses
• Rent payment discussions (reminders, arrears, payment plans)
• Inspection notifications and findings
• Formal notices (Section 13 rent increases, Section 8 notices)
• Complaints from or about tenants
• Requests for property access
• Pet requests and your responses
• Changes to tenancy terms
• Move-in and move-out communications
• Deposit protection confirmations

Also Worth Logging

• Verbal conversations (summarised in writing afterwards)
• Missed calls and voicemails
• Contractor visits and outcomes
• Utility or council communications about the property
• Insurance claims related to the tenancy

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Communication Log Template

Use this table format in a spreadsheet, printed form, or digital document. One row per communication.

Template Columns

Column definitions:

• Date -- The date the communication occurred (DD/MM/YYYY)
• Time -- The time, as precisely as possible (HH:MM)
• Direction -- "In" (received from tenant) or "Out" (sent to tenant)
• Method -- How the communication was made (email, phone, text, letter, in person, Togal, WhatsApp)
• Recipient/Sender -- Who you communicated with (tenant name, contractor, agent)
• Subject -- Brief topic (e.g., "Boiler repair request", "Rent reminder")
• Content Summary -- What was said or written. Keep it factual, not interpretive
• Outcome/Action -- What happened as a result (e.g., "Contractor booked for 15/03", "Tenant agreed to payment plan")
• Follow-up Date -- When the next action is due
• Reference -- Link to related documents, letters, or inspection reports

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Example Entries

Here are completed example rows showing how to log common scenarios.

Example 1: Repair Request

Example 2: Rent Reminder

Example 3: Inspection Notice

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Legal Requirements for Written Communications

Certain communications must be in writing under UK law. A communication log helps you prove they were sent.

Communications That Must Be Written

How to Serve Formal Notices

For formal legal notices (Section 8, Section 13, etc.), service method matters:

• First class post -- deemed served 2 working days after posting
• Hand delivery -- served on the day, but get a signed receipt
• Email -- only valid if the tenancy agreement permits it and the tenant has agreed to email service
• Recorded delivery -- provides proof of delivery
• Through a platform like Togal -- creates an immutable, server-timestamped record of delivery

Always log the service method, date, and any proof of delivery in your communication log.

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Record Keeping Duration

How Long to Keep Records

The safest rule: keep everything for at least 6 years after the tenancy ends. Digital storage makes this easy and costs nothing.

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Digital vs Paper Logging

Paper Logging

Advantages:

• Simple, no technology required
• Physical copy can be presented directly in court
• No dependency on software providers

Disadvantages:

• Easy to lose, damage, or alter
• Difficult to search across years of records
• No timestamps beyond what you write yourself
• Cannot prove a message was actually sent or received
• Tedious to maintain across multiple properties

Digital Logging (Spreadsheets, Email)

Advantages:

• Searchable and sortable
• Can be backed up
• Timestamps are automatic in email

Disadvantages:

• Emails can be deleted or edited
• Spreadsheets have no inherent verification
• Screenshots can be fabricated
• Scattered across email, WhatsApp, texts -- hard to compile

Purpose-Built Platforms

Advantages:

• Automatic timestamping on every communication
• Immutable records that cannot be edited or deleted after sending
• All communications in one place per property
• Easy to export evidence packages for court or tribunal
• Meets Section 8 evidence standards

Disadvantages:

• Monthly cost (though often less than the cost of one lost dispute)
• Requires tenants to participate

Togal was built specifically for this purpose. Every message, notice, and file sent through the platform creates a server-timestamped, immutable record with SHA-256 integrity verification. If you ever need to present communication evidence to a court, tribunal, or deposit scheme, you can export a verified PDF with a single click.

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Tips for Effective Logging

Be Consistent

Log every communication, even brief ones. The moment you skip logging a phone call is the moment that phone call becomes the critical piece of missing evidence in a dispute.

Be Factual

Write what happened, not what you felt. "Tenant stated rent would be paid by Friday" is useful. "Tenant was being difficult about rent again" is not.

Summarise Phone Calls

If you have a phone conversation, send a follow-up message summarising what was discussed and agreed. This converts a verbal conversation into a written record. Start with: "Following our call today, I wanted to confirm that we agreed..."

Use One System

Pick one method and stick to it. If you log some things in a spreadsheet, some in email, and some on WhatsApp, you will lose track. Centralising your communications in a single platform is the most reliable approach.

Date and Reference Everything

Every entry should reference the property address, tenant name, and any related documents (inspection reports, contractor invoices, formal notices). This makes it easy to compile evidence for a specific issue later.

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Blank Log Template for Printing

Property Address: _______________________________________________

Tenant Name(s): ________________________________________________

Tenancy Start Date: _____________ Tenancy End Date: _____________

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Related Resources

• Property Inspection Checklist Template -- document property condition during inspections
• Maintenance Request Tracker Template -- track repairs from report to completion
• Rent Arrears Letter Templates -- formal letter templates for every stage of arrears
• Section 8 Evidence Guide -- what courts expect as evidence for possession claims
• Renters' Rights Act 2025 Guide -- the complete breakdown of what has changed