Some features of a flat only become apparent after you move in. A calm log of observations is more useful than several unconnected messages with emotional descriptions.

Record verifiable facts

For each issue, note the date, the room, what you observed and any photos. Keep the condition at handover and new circumstances separate. If a situation requires urgent action or a professional, do not leave it until the next general review.

Clarify who is responsible and the next step

Check which channel you are supposed to use to contact the landlord or property manager. Keep their replies, the agreed visit times and arrangements for access. Do not carry out unagreed work until it is clear whether it is allowed and who is responsible.

How to record a household problem

Note the date, the place, the condition you observed and the circumstances in which it occurs. Separate the condition at handover from what you noticed later. Do not replace an observation with a technical diagnosis unless you are qualified. Where needed, agree on a photo or access for a professional. An urgent issue should not wait for the planned monthly review. For ordinary correspondence, a simple chain helps: the fact, the message already sent, the reply received and the next agreed step. It lets you reconstruct the history without a long account of your impressions.

How to check that an agreement has been carried out

After a visit or a promised action, check what result was agreed and what was actually done. The message “the tradesperson came” does not mean the problem is solved. Record what was completed and which questions remain. Do not arrange unagreed work while it is unclear whether it is allowed and who is responsible. Check unfinished connections and the handover of appliances separately. At the end of the month, the active list should contain only open tasks with someone responsible, while closed ones stay in the archive with clear confirmation of the result.

What to check

  • Compare the list with the handover report.
  • Mark unfinished connections.
  • Keep confirmations of your reports.
  • Check that agreed actions have been carried out.

Example situation

Replace “sometimes doesn't work” with dates, conditions and a specific observation. That makes it easier for the professional to understand what to check.

Next step

A log helps you discuss facts and see issues through to a result without losing the history of communication.

Official information on this topic

Checklists and examples are organisational recommendations. Requirements depend on the procedure, the city and your situation; check them with the relevant office before you act. Please discuss legal and tax questions with an authorised professional.

This article was prepared with the help of AI. The example illustrates the approach and does not describe a client case.