How to Use Repair and Deduct and Keep Proof
Follow a documentation checklist for repair-and-deduct requests, from photos to delivery proof.
Published March 12, 2025
Repair-and-deduct only works when your documentation is solid. Use this checklist to build a clean timeline of notices, photos, receipts, and delivery proof before you move forward.
When to use this
- Repairs have gone unaddressed and you need a clear record.
- You are planning to request reimbursement or repair-and-deduct relief.
- You want to keep all landlord communications in one timeline.
How to do it (fast)
- Photograph the repair issue and log the date.
- Send a written notice with a deadline and save a copy.
- Use certified mail or another trackable method and keep proof of delivery.
- Save repair receipts, invoices, and contractor notes.
- Maintain a communication log until the issue is resolved.
Why this helps
- Creates a clear paper trail if a dispute arises.
- Helps you show that you gave notice and time to repair.
- Keeps receipts and photos organized for reimbursement requests.
Related tools
- Repair and Deduct Notice Letter Tool
- Tenant habitability evidence packet
- Tenant maintenance communication log
Not legal advice. Courts set their own rules. Keep your original records.
Documentation checklist
- Photo or video evidence with dates and brief captions.
- Copies of all notices, texts, emails, or portal requests.
- Proof of delivery, including certified mail tracking or email confirmations.
- Repair receipts, invoices, and a summary of work performed.
- A timeline of follow-ups and landlord responses.
Generate a clean PDF notice and keep it with your proof packet.