When a landlord-supplied appliance stops working, some landlords may attempt to shift responsibility to the tenant. Fast documentation can reduce arguments about whether the appliance failed, when it failed and what losses followed.

Your goal is not to create dramatic evidence. Your goal is to create believable evidence showing what happened, where it happened, when it happened, how often it happened, and when the landlord was told.

Document safely first

If an appliance smells like gas, smokes, sparks, overheats or shocks you, stop using it and follow emergency utility or fire-safety guidance.

Capture the condition clearly

  1. Start wide. Take one photo that identifies the room, wall, fixture, doorway, appliance, common area or other location.
  2. Move closer. Take medium and close images showing the specific defect. Use a ruler, thermometer, clock, work-order screen or other ordinary reference only when it helps explain the condition.
  3. Use video for movement, sound or recurrence. Leaks, flickering, pests, failed locks, alarms and repeated system failures are often easier to understand on a short video than in a still photo.
  4. Photograph or video the appliance failing to operate and show settings, error codes or temperature readings when useful.
  5. For a refrigerator, log internal temperatures and photograph spoiled food before disposal if you plan to claim losses.
  6. For a stove or oven, document which burners or functions fail without creating a flame or electrical hazard.
  7. Save the lease appliance clause, work orders, technician notes and receipts for reasonable replacement food or temporary needs.
  8. Send written notice. State the problem, exact location, when it began, whether it is getting worse, and what repair or action you are requesting. Save proof of delivery.
  9. Build one timeline. Put photos, work orders, management replies, inspection dates, receipts and third-party reports in date order. That timeline can become the backbone of a code complaint, legal-aid intake or RentalFacts listing.

Make your evidence harder to attack

Keep the affected area reasonably clean when cleanliness is relevant to the dispute. Do not stage damage, exaggerate symptoms, edit images in a misleading way, or provoke a neighbor or employee just to get a reaction on camera. Preserve original files whenever possible.

RentalFacts tip: A strong public report should separate what you personally observed from what an inspector, technician, doctor, neighbor or government agency reported.