Before you report: gather your evidence first
The most common mistake tenants make is reporting a problem verbally, in passing, with no record of when it happened or what was said. A clear report starts with evidence. Spend ten minutes documenting the problem before you contact anyone.
Photograph everything
Take clear, well-lit photographs of every affected area. Capture the wider room so the location is obvious, then move in close to show the detail of the mould, damp patches or staining. Photograph any damage to your belongings, furniture or clothing.
Note the dates
Write down when you first noticed the problem and how it has changed over time. If the camera on your phone records the date automatically, keep the originals — the timestamp is part of your evidence.
Record any health impacts
If anyone in your household has had breathing problems, a worsening of asthma, repeated coughs or other symptoms you believe are linked to the damp, note the dates and any GP visits. Health impacts are an important part of the picture, particularly where children, elderly people or those with respiratory conditions live in the home.
How to make the report
Always report in writing. A written report — by email, letter or your landlord's online portal — creates a dated record that a phone call cannot. If you do phone, follow up afterwards in writing to confirm what was said.
Keep your report factual and specific. Describe the rooms affected, when the problem started, what you have noticed, and any health concerns. Attach your photographs. Ask for a clear timescale for an inspection and repair, and keep a copy of everything you send.
- Report in writing wherever possible (email, letter or portal).
- State exactly which rooms and surfaces are affected.
- Say when the problem started and how it has progressed.
- Attach dated photographs.
- Mention any health impacts on the household.
- Ask for a timescale and keep a copy of the report.
After you report: keep the record going
Reporting the problem is the beginning, not the end. Keep a running record of what happens next: acknowledgements, inspection appointments, contractor visits, promises made and repairs carried out. If an inspection is booked and missed, record that too.
From the very first sign of a problem, keep your own records. Save photographs, note the dates, record any health impacts, keep every message from your landlord, and build a clear timeline. Storing everything in one place — a Housing Issue Case File — is what turns scattered notes into a record that is easy to follow and hard to ignore.
Why a documented record makes the difference
If your landlord acts quickly, a good record simply confirms a job well done. If they do not, that same record becomes essential. A complete, dated history of what you reported and when allows you to escalate confidently — to a formal complaint, the Housing Ombudsman, or for legal or compensation advice — without scrambling to reconstruct events from memory.
Scattered evidence is weak evidence. Photographs on your phone, emails buried in an inbox and half-remembered phone calls are easy to dismiss. A single, organised case file is not.