Lease Violation Documentation System: Complete Template & Legal Guide

Proper documentation of lease violations is one of the most critical skills for landlords and property managers. Poor documentation can cost you thousands in lost eviction cases, legal fees, and damages. Excellent documentation protects your property, upholds your lease terms, and provides legal protection when disputes arise.

This comprehensive system gives you everything you need to document, track, and resolve lease violations professionally and legally.

Why Documentation Matters

The Cost of Poor Documentation

Lost Eviction Cases:

• 60% of eviction cases are dismissed due to insufficient documentation
• Average cost to re-file and extend eviction: $3,000-$5,000
• Lost rent during extended eviction: $2,000-$4,000 per month

Legal Liability:

• Discrimination claims from inconsistent enforcement: $10,000-$100,000+
• Illegal lockout or self-help eviction lawsuits: $5,000-$50,000
• Failure to follow proper notice requirements: Case dismissed + attorney fees

Property Damage:

• Undocumented violations escalate into major damage
• Cannot charge for damage without proper documentation
• Average preventable damage from ignored violations: $2,000-$8,000

The Power of Excellent Documentation

Legal Protection:

• Win 95%+ of eviction cases with proper documentation
• Defend against frivolous lawsuits
• Prove you followed all legal requirements

Financial Protection:

• Recover security deposit deductions
• Support insurance claims
• Justify lease termination

Operational Benefits:

• Clear paper trail for all team members
• Consistent enforcement reduces violations
• Professional reputation as serious landlord

The Documentation System: Overview

This system provides five levels of documentation:

1. Level 1: Warning Notice - First violation, opportunity to cure
2. Level 2: Written Notice to Cure - Formal notice with deadline
3. Level 3: Final Notice - Last chance before lease termination
4. Level 4: Lease Termination Notice - Official end of tenancy
5. Level 5: Eviction Documentation - Court-ready evidence package

For each level, we'll provide:

• When to use it
• Required legal elements
• Template letter
• Follow-up procedures
• Documentation checklist

General Documentation Principles

The "DATED" Framework

Every violation documentation should be:

D - Dated & Timestamped

• Record exact date and time
• Include dates of all related incidents
• Note when notices were delivered

A - Accurate & Specific

• Describe exactly what happened
• Use objective language
• Include measurements, quantities, names

T - Thorough & Complete

• Don't leave gaps in the timeline
• Document every step taken
• Include all related communications

E - Evidence-Based

• Photos, videos, recordings
• Witness statements
• Physical evidence

D - Delivered Properly

• Follow state law for notice delivery
• Document delivery method and date
• Obtain proof of delivery

Legal Compliance Essentials

Before documenting any violation:

1. Review Your Lease

   • Confirm the behavior actually violates the lease
   • Note the specific lease clause violated
   • Check if lease specifies consequences

2. Know Your State Law

   • Required notice periods
   • Acceptable delivery methods
   • Curable vs. non-curable violations
   • Protected tenant rights

3. Check Local Ordinances

   • City-specific tenant protections
   • Just cause eviction requirements
   • Rent control implications

4. Fair Housing Compliance

   • Consistent enforcement across all tenants
   • No discrimination based on protected classes
   • Document business justification for actions

Common Lease Violations & Categories

Category 1: Non-Payment Issues

Rent Violations:

• Late rent payment
• Partial rent payment
• Returned check (NSF)
• Refused rent payment

Financial Violations:

• Unpaid utilities (if tenant responsible)
• Unpaid pet fees or deposits
• Unreturned move-in fees

Category 2: Property Misuse

Physical Damage:

• Holes in walls
• Broken fixtures
• Damaged flooring
• Appliance damage
• Landscaping destruction

Unauthorized Alterations:

• Painting without permission
• Installing fixtures
• Removing fixtures
• Structural changes

Category 3: Lease Term Violations

Occupancy Violations:

• Unauthorized occupants
• Exceeding maximum occupancy
• Running a business from property
• Short-term rental (Airbnb) violations

Pet Violations:

• Unauthorized pets
• Prohibited breed
• Exceeding pet limits
• Pet damage or nuisance

Category 4: Nuisance & Disturbance

Noise Violations:

• Loud music/parties
• Excessive noise after quiet hours
• Complaints from neighbors

Illegal Activity:

• Drug use or sales
• Weapons violations
• Criminal activity on premises

Harassment:

• Harassment of neighbors
• Harassment of landlord/staff
• Threats or violence

Category 5: Maintenance & Safety

Safety Violations:

• Blocking emergency exits
• Disabling smoke detectors
• Fire code violations
• Hoarding

Maintenance Violations:

• Refused entry for repairs
• Failure to maintain cleanliness
• Pest infestation due to negligence
• Yard maintenance violations

Category 6: Access & Entry

Access Violations:

• Refusing legal entry
• Changing locks without permission
• Refusing maintenance access
• Refusing inspections

Level 1: Informal Warning Notice

When to Use

First-time violations that are:

• Minor in nature
• Easily correctable
• May have been accidental
• Not safety hazards

Examples:

• First noise complaint
• Trash left outside too long
• Minor yard maintenance issue
• First late rent (1-2 days)

Legal Requirements

Generally NOT legally required, but helpful because:

• Shows good faith attempt to resolve
• Creates documentation trail
• Gives tenant benefit of doubt
• Strengthens case if violation continues

Warning Notice Template

[DATE]

[TENANT NAME]
[PROPERTY ADDRESS]

RE: Lease Violation Warning - [Type of Violation]

Dear [Tenant Name],

This letter serves as an informal warning regarding a violation of your lease agreement at [Property Address].

VIOLATION DETAILS:
Date/Time of Violation: [Date and time]
Lease Clause Violated: Section [X.X] - [Description]
Description of Violation:
[Specific, detailed description of what occurred]

REQUIRED ACTION:
To resolve this issue, you must:
[Specific corrective action required]

DEADLINE: [Date - typically 3-7 days]

Please understand that failure to correct this violation may result in formal written notices, lease termination, and/or eviction proceedings. This is a courtesy warning to give you the opportunity to correct the situation before formal action is necessary.

If you have any questions or need clarification, please contact me immediately at [phone] or [email].

Sincerely,

[Landlord Name]
[Contact Information]

---
DELIVERY METHOD: [ ] Hand-delivered [ ] Email [ ] Posted on door [ ] Certified mail
DELIVERY DATE: __________
RECEIVED BY: __________ TIME: __________

Documentation Checklist - Level 1

• [ ] Warning notice completed and dated
• [ ] Photos of violation (if applicable)
• [ ] Copy of lease clause violated
• [ ] Delivery method documented
• [ ] Date/time of delivery noted
• [ ] Copy saved to tenant file
• [ ] Calendar reminder set for deadline
• [ ] Follow-up inspection scheduled (if applicable)

Follow-Up Procedures

If violation is corrected:

1. Conduct inspection to verify correction
2. Take photos showing compliance
3. Send thank-you note acknowledging correction
4. Update tenant file with resolution
5. No further action necessary (unless repeat violation)

If violation continues past deadline:

1. Document that deadline passed
2. Re-inspect and photograph
3. Move to Level 2: Formal Written Notice
4. Update tenant file

Level 2: Written Notice to Cure or Quit

When to Use

Required for:

• Second occurrence of same violation
• Serious first-time violations
• Violations requiring formal notice by law
• Violations that could lead to eviction

Examples:

• Rent late 5+ days
• Unauthorized pet discovered
• Noise complaints (multiple)
• Lease violations after warning
• Any violation you may evict for

Legal Requirements

CRITICAL - Must include:

• Specific violation details
• Lease clause violated
• State law violated (if applicable)
• Deadline to cure (state law requirement)
• Consequences of non-compliance
• Proper delivery per state law

State Law Variations:

• 3-day notice (common in many states)
• 5-day notice (some states)
• 7-10 day notice (tenant-friendly states)
• 14-30 day notice (some violations)

Check your state law before using this template

Notice to Cure Template (3-Day Example)

[DATE]

[TENANT NAME]
[PROPERTY ADDRESS]

RE: THREE-DAY NOTICE TO CURE LEASE VIOLATION OR QUIT

Dear [Tenant Name],

This is your official THREE-DAY NOTICE TO CURE OR QUIT pursuant to [State Statute].

You are hereby notified that you are in violation of your lease agreement dated [Lease Start Date] for the property located at [Property Address].

LEASE VIOLATION DETAILS:

Lease Clause Violated: Section [X.X] - [Title]
The lease states: "[Exact quote from lease]"

Your Violation:
[Extremely specific description - who, what, when, where, how]

Date(s) of Violation: [All relevant dates]
Time(s) of Violation: [Specific times if applicable]
Witness(es): [Names if applicable - do not include in notice if safety concern]

PREVIOUS WARNINGS:
[ ] This is the first formal notice
[X] Previous warning given on [Date] - Copy attached

REQUIRED ACTION:

You must FULLY CORRECT this violation within THREE (3) days from the date of service of this notice (not including the date of service).

Specifically, you must:
[Detailed description of exactly what must be done to cure]

DEADLINE: [Date and time - 3 days from service, not including service date]

CONSEQUENCES OF NON-COMPLIANCE:

If you fail to fully cure this violation within the three-day period, you must vacate the premises. If you do not cure the violation AND do not vacate, we will commence legal eviction proceedings against you without further notice, which may result in:

1. Judgment against you for possession of the premises
2. Judgment for all past due rent and future rent through end of lease term
3. Judgment for court costs and attorney fees
4. Negative impact on your credit and rental history
5. Difficulty renting in the future

RIGHT TO LEGAL COUNSEL:

You have the right to seek legal counsel regarding this notice. [State] law provides certain protections for tenants, and you should understand your rights.

LOCAL LEGAL RESOURCES:
[List 2-3 local legal aid organizations with phone numbers]

CONTACT INFORMATION:

If you have questions or wish to discuss this matter, contact:
[Landlord Name]
Phone: [Phone Number]
Email: [Email Address]
Office Hours: [Hours]

This notice is provided in accordance with [State Statute(s)] and your lease agreement. This notice is without prejudice to any and all rights and remedies available under the lease or applicable law.

Dated: [Date]

[Landlord Signature]
[Printed Name]
[Title - if property manager, include license number]

---
PROOF OF SERVICE

This Notice was served on [Date] at [Time] by:
[ ] Personal delivery to tenant
[ ] Delivery to person of suitable age at residence
[ ] Posting on door + mailed copy (if allowed in your state)
[ ] Certified mail, return receipt requested
[ ] [Other method allowed by state law]

Served by: [Name]
Signature: ______________ Date: __________

WITNESS (if applicable):
Name: __________
Signature: ______________ Date: __________

Documentation Checklist - Level 2

• [ ] Notice to Cure completed with all required elements
• [ ] Copy of lease clause violated attached
• [ ] Photos/videos of current violation attached
• [ ] Copy of previous warning attached (if applicable)
• [ ] Delivery method complies with state law
• [ ] Proof of service completed and signed
• [ ] Copy provided to tenant
• [ ] Original saved in tenant file
• [ ] Copy saved digitally with date-stamped photos
• [ ] Calendar deadline marked
• [ ] Follow-up inspection scheduled
• [ ] Attorney consulted (if eviction likely)

Follow-Up Procedures

During the cure period (3-7 days):

1. DO NOT contact tenant except to answer questions
2. DO NOT accept partial cure ("I'll fix half now, half later")
3. DO NOT enter property except for emergency
4. Document any communications from tenant
5. Prepare for next steps if not cured

On deadline date:

1. Inspect property at exact deadline time
2. Photograph current condition
3. Determine if violation is FULLY cured
4. If cured: Thank tenant, document resolution, end process
5. If NOT cured: Immediately move to Level 3 or Level 4

If partially cured:

• This does NOT satisfy the notice
• Violation must be FULLY cured
• Partial cure = not cured
• Document what remains uncured
• Move to next level

Level 3: Final Notice / Cure or Quit (Non-Curable)

When to Use

For non-curable violations:

• Second violation of same issue after previous cure
• Serious violations that cannot be undone
• Illegal activity
• Substantial property damage
• Threat to safety or health

Examples:

• Illegal drugs found on property
• Serious property damage
• Repeated noise violations after multiple cures
• Assault or threats
• Unauthorized subletting

Legal Requirements

CRITICAL:

• May not need to offer cure period for some violations
• "Unconditional quit" notice in some states
• Typically shorter notice period (3-5 days)
• Must cite specific state statute
• Must follow exact state law format

State variations:

• Some states: 3-day unconditional quit
• Some states: 5-day notice
• Some states: 10-day notice
• Some violations: immediate action allowed

Non-Curable Violation Notice Template

[DATE]

[TENANT NAME]
[PROPERTY ADDRESS]

RE: NOTICE OF LEASE TERMINATION - NON-CURABLE VIOLATION

Dear [Tenant Name],

This notice is to inform you that your lease agreement dated [Date] for the property at [Property Address] is hereby TERMINATED effective [Date - per state law] due to substantial and non-curable lease violations.

LEASE VIOLATION:

You have committed the following violation(s) of your lease agreement that CANNOT be cured:

Lease Clause Violated: Section [X.X] - [Title]
State Law Violated: [Statute if applicable]

Description of Non-Curable Violation:
[Extremely detailed description with dates, times, witnesses, evidence]

Supporting Evidence:
- Photos taken on [dates] (attached)
- Police report #[number] dated [date] (attached if applicable)
- Witness statements from [names] (attached)
- [Other evidence]

PREVIOUS VIOLATIONS AND WARNINGS:

[List all previous warnings and notices with dates - show pattern if applicable]

Date: [Date 1] - [Description] - [Resolution or lack thereof]
Date: [Date 2] - [Description] - [Resolution or lack thereof]
Date: [Date 3] - [Description] - Current violation

LEASE TERMINATION:

Your lease is TERMINATED effective [Date - per state law].

You must VACATE the premises and return possession to the landlord by [Date and Time].

You must remove ALL personal belongings and leave the property in the condition required by your lease (normal wear and tear excepted).

NO CURE PERIOD:

This violation cannot be cured. You are not being given an opportunity to remedy this situation. The lease is terminated, and you must vacate.

CONSEQUENCES OF NOT VACATING:

If you do not vacate the property by the deadline, we will immediately file an eviction lawsuit (Unlawful Detainer action) against you, which will result in:

1. Court judgment for possession of the property
2. Judgment for all rent and damages owed
3. Court costs and attorney fees (typically $2,000-$5,000)
4. Eviction on your record (7 years)
5. Extreme difficulty renting in the future
6. Potential wage garnishment for monies owed

PROPERTY CONDITION:

Upon vacating, you must:
- Remove ALL personal property
- Clean the property to move-in condition
- Repair any damage beyond normal wear and tear
- Return ALL keys, remotes, and access devices
- Provide forwarding address for security deposit accounting

SECURITY DEPOSIT:

Your security deposit will be accounted for within [State Law - typically 21-30 days] of vacating. Deductions may include:
- Unpaid rent through vacate date
- Damage repair costs
- Cleaning costs if not left clean
- Any other amounts allowed by law

The accounting and any remaining deposit will be mailed to the forwarding address you provide.

LEGAL RIGHTS:

You have the right to legal counsel. This notice may result in eviction proceedings if you do not vacate. Contact a tenant attorney or legal aid organization immediately.

Legal Resources:
[List 2-3 local resources with phone numbers]

CONTACT:

For questions (not to dispute this notice), contact:
[Name]
Phone: [Number]
Email: [Email]

This notice is given pursuant to [State Statute] and the terms of your lease agreement.

Dated: [Date]

[Landlord Signature]
[Printed Name]
[Title / License Number if applicable]

---
PROOF OF SERVICE
Served on [Date] at [Time] by:
[ ] Personal service
[ ] [State-approved method]

Served by: [Name]
Signature: ______________ Date: __________

Documentation Checklist - Level 3

• [ ] Notice completed with all required elements
• [ ] All previous notices attached
• [ ] All photographic evidence attached and dated
• [ ] Police reports attached (if applicable)
• [ ] Witness statements signed and dated
• [ ] Lease clauses violated clearly cited
• [ ] State statutes cited correctly
• [ ] Service method complies with state law
• [ ] Proof of service completed
• [ ] Copy to tenant, original in file
• [ ] Attorney review completed
• [ ] Eviction filing prepared (if needed)

Level 4: Lease Termination Notice (End of Term)

When to Use

For non-renewal of lease at end of term:

• Tenant has history of violations
• Not seeking to evict mid-lease
• Want to end tenancy at lease end
• Required notice period per state law

Non-Renewal Notice Template

[DATE]

[TENANT NAME]
[PROPERTY ADDRESS]

RE: NOTICE OF NON-RENEWAL OF LEASE AGREEMENT

Dear [Tenant Name],

This letter serves as official notice that we will NOT be renewing your lease agreement for the property at [Property Address].

LEASE INFORMATION:
Current Lease Start Date: [Date]
Current Lease End Date: [Date]
Notice Given: [Date]
Days of Notice: [Number] days

REASON FOR NON-RENEWAL:
[ ] No reason required (per state law)
[X] Pattern of lease violations including:
    - [Violation 1] on [Date]
    - [Violation 2] on [Date]
    - [Violation 3] on [Date]
[  ] Other: [Specify if required by local ordinance]

MOVE-OUT REQUIREMENTS:

You must vacate the property by [Lease End Date] at [Time - usually 5 PM].

Move-Out Requirements:
1. Remove ALL personal belongings
2. Clean property to move-in condition
3. Repair any damage beyond normal wear
4. Remove all trash and debris
5. Return ALL keys, garage remotes, access cards, etc.
6. Forward utility accounts to your new address
7. Provide forwarding address in writing

FINAL INSPECTION:

A move-out inspection will be conducted on [Date] at [Time]. You are encouraged to be present.

SECURITY DEPOSIT:

Your security deposit accounting will be provided within [State Law Days - usually 21-30] days of vacating. It will be mailed to the forwarding address you provide.

Potential deductions include:
- Unpaid rent through move-out date
- Damage repairs beyond normal wear and tear
- Cleaning costs
- Any other amounts allowed by law and your lease

IMPORTANT:

This is a non-renewal notice, NOT an eviction notice. However, if you remain in the property after [Lease End Date], you will be considered a holdover tenant, and we will immediately file eviction proceedings. This will result in:
- Legal fees charged to you
- Daily holdover rent (typically 2-3x monthly rent, prorated)
- Eviction on your record

Please plan accordingly and vacate by the lease end date.

QUESTIONS:

If you have questions about this notice or the move-out process, contact:
[Name]
Phone: [Number]
Email: [Email]

Dated: [Date]

[Landlord Signature]
[Printed Name]

---
PROOF OF SERVICE
Served on [Date] at [Time] by:
[Method]
Served by: [Name]
Signature: ______________

Documentation Checklist - Level 4

• [ ] Notice gives required days per state/local law
• [ ] Reason stated (if required by local law)
• [ ] All previous violations listed
• [ ] Move-out requirements clearly stated
• [ ] Proper service method used
• [ ] Proof of service completed
• [ ] Copy in tenant file
• [ ] Move-out inspection scheduled
• [ ] Reminder sent 30 days before end date
• [ ] Reminder sent 14 days before end date
• [ ] Final reminder sent 7 days before end date

Level 5: Eviction Documentation Package

When to Use

When filing eviction lawsuit:

• Tenant didn't cure after Notice to Cure
• Tenant didn't vacate after termination notice
• Holdover tenant after lease end
• Non-payment after proper notice

Eviction Documentation Checklist

Required Documents for Court:

Lease & Rental Documents:

• [ ] Original signed lease agreement
• [ ] Any lease amendments or addendums
• [ ] Rent payment ledger (complete history)
• [ ] Security deposit receipt
• [ ] Move-in inspection report with photos

Violation Documentation:

• [ ] ALL notices given (Levels 1-4)
• [ ] Proof of service for each notice
• [ ] Photos of violations (dated and timestamped)
• [ ] Video evidence (if applicable)
• [ ] Police reports (if applicable)

Communication Records:

• [ ] ALL emails with tenant
• [ ] ALL text messages
• [ ] Notes from ALL phone conversations (dated)
• [ ] Letters from or to tenant
• [ ] Maintenance requests related to violation

Witness Documentation:

• [ ] Signed witness statements (notarized if possible)
• [ ] Contact information for witnesses
• [ ] Relationship of witnesses to property

Inspection Documentation:

• [ ] Move-in inspection report
• [ ] All routine inspection reports
• [ ] Violation inspection reports
• [ ] Photos/videos from inspections

Financial Documentation:

• [ ] Complete rent payment history
• [ ] Bounced check records (if applicable)
• [ ] Late fee calculations
• [ ] Damage cost estimates
• [ ] Receipts for any repairs made

Legal Compliance Documentation:

• [ ] Certificate of insurance
• [ ] Business license
• [ ] Rental license (if required)
• [ ] Lead paint disclosure
• [ ] Other required disclosures per state/local law

Eviction Evidence Organization System

Create a 3-ring binder with tabs:

Tab 1: Lease Agreement

• Signed lease (front)
• All addendums
• Move-in inspection report
• Security deposit receipt

Tab 2: Chronological Violation Timeline

• Create timeline document listing:
  • Date/Time of each violation
  • Description of what happened
  • Actions taken by landlord
  • Tab reference to supporting docs

Tab 3: Notice Documents

• All notices in chronological order
• Proof of service for each
• Photos of posted notices (if applicable)

Tab 4: Photographic Evidence

• Organized by date
• Labeled with date, time, description
• Include metadata printout from files

Tab 5: Witness Statements

• Signed and dated statements
• Contact information
• Credibility information (neighbor for 10 years, etc.)

Tab 6: Communications

• Emails (printed, in chronological order)
• Text message screenshots
• Phone conversation notes

Tab 7: Financial Records

• Rent ledger
• Bounced check records
• Late fees
• Damage repair costs with receipts

Tab 8: Legal Compliance

• Business license copy
• Rental license copy
• Insurance certificate
• Required disclosures
• Fair housing compliance log

Tab 9: Research & Law

• Copy of state statute cited
• Copy of local ordinances cited
• Case law support (if applicable)

Digital Backup:

• Scan ALL documents to PDF
• Organize in same folder structure
• Include original photo/video files
• Cloud backup + local backup
• USB drive for court (if allowed)

Special Violation Scenarios

Scenario 1: Unauthorized Pet

Discovery: Tenant has dog, lease prohibits pets

Documentation Required:

1. Photos of pet at property (multiple dates)
2. Video of pet (if possible)
3. Witness statements from neighbors
4. Copy of lease clause prohibiting pets
5. Pet damage documentation (if any)

Notice Process:

1. Level 1 Warning: "Remove pet within 7 days or face lease termination"
2. If not removed: Level 2 Notice to Cure (3-7 days per state law)
3. If still not removed: Level 4 Lease Termination Notice

Cure Options:

• Remove pet permanently (verify with follow-up visits)
• OR Negotiate pet addendum with deposit (if you're willing)
• Must be one or the other - not both

Evidence to Gather:

• Photos from multiple angles
• Video of pet outdoors
• Photos of any pet damage
• Neighbor complaints
• Animal control records (if called)

Scenario 2: Unauthorized Occupant

Discovery: Additional person living in unit not on lease

Documentation Required:

1. Photos showing evidence of additional occupant
   • Extra car in driveway (regular presence)
   • Mail for additional person
   • Multiple people entering/leaving
2. Utility usage increase records
3. Neighbor observations
4. Move-in date records (showing only authorized tenants)

Notice Process:

1. Level 2 Notice to Cure: "Unauthorized occupant must vacate in 7 days OR apply to be added to lease"
2. If not cured: Level 4 Lease Termination

Cure Options:

• Unauthorized person moves out (verify)
• OR Unauthorized person applies, is approved, and is added to lease with lease amendment
• If they don't qualify to be added, must move out

Scenario 3: Noise Complaints

Documentation Required:

1. Written complaints from neighbors (signed and dated)
2. Police reports (if police were called)
3. Your personal observations with dates/times
4. Sound level readings (if you have decibel meter)
5. Video with audio (if possible and legal in your state)

Progressive Enforcement:

1. First complaint: Level 1 Warning
2. Second complaint: Level 2 Notice to Cure
3. Third complaint: Level 3 Final Notice
4. Fourth complaint: Lease Termination

Evidence Best Practices:

• Get complaints in writing, not just verbal
• Include exact dates, times, and duration
• Describe specific sounds (music, arguing, stomping, etc.)
• Multiple complainants = stronger case
• Police report = very strong evidence

Scenario 4: Property Damage

Documentation Required:

1. Move-in inspection photos (showing condition before)
2. Current photos showing damage
3. Repair estimates (2-3 bids)
4. Expert opinion (if needed - structural engineer, etc.)
5. Receipts for emergency repairs already made

Notice Process:

• Depends on severity
• Minor damage: May wait until move-out
• Major damage: Immediate Notice to Cure + repair demand
• Ongoing damage: Lease Termination Notice

Damage Documentation Template:

DAMAGE DOCUMENTATION REPORT

Property: [Address]
Tenant: [Name]
Date of Discovery: [Date]
Documented by: [Your Name]

DAMAGE LOCATION: [Specific room and location]

DESCRIPTION:
[Detailed description of damage - size, severity, cause if known]

PHOTOS:
Photo 1: [Description] - File: IMG_001.jpg
Photo 2: [Description] - File: IMG_002.jpg
Photo 3: [Description] - File: IMG_003.jpg

COMPARISON TO MOVE-IN:
Move-In Condition: [Description from move-in report]
Move-In Photo: [File name]

CAUSE:
[ ] Tenant negligence
[ ] Tenant intentional
[ ] Normal wear and tear
[ ] Unknown

REPAIR REQUIRED:
[Detailed description of repair needed]

COST ESTIMATES:
Vendor 1: [Name] - $[Amount] - Quote attached
Vendor 2: [Name] - $[Amount] - Quote attached
Vendor 3: [Name] - $[Amount] - Quote attached

LEASE VIOLATION:
Lease Clause: Section [X] - "[Quote lease]"

NOTICE GIVEN:
Date: [Date]
Type: [Level 1, 2, 3, or 4]
Copy attached: Yes / No

TENANT RESPONSE:
[Record any response or communication from tenant]

RESOLUTION:
[ ] Repair completed by tenant on [Date]
[ ] Repair completed by landlord on [Date] - Cost: $[Amount]
[ ] Awaiting repair
[ ] Charged to security deposit
[ ] Pursuing additional collection

Documented by: ______________
Signature: ______________ Date: __________

Technology Tools for Documentation

Recommended Apps & Software

Photo Documentation:

• Timestamp Camera (iOS/Android) - Auto-adds date/time/location to photos
• Photo Vault - Secure storage with organization
• Google Photos - Auto-backup and organization

Document Management:

• Landlord Studio - Comprehensive property management
• TenantCloud - Document storage and notices
• Dropbox/Google Drive - Cloud backup

Communication Tracking:

• AppClose - Tenant communication portal
• RentRedi - Tenant app with message tracking
• Email - Keep all tenant emails in dedicated folder

Legal Forms:

• US Legal Forms - State-specific notices
• Nolo's Every Landlord's Legal Guide - Templates and guidance
• State-specific landlord associations - Local forms

Photo Documentation Best Practices

Every photo should:

1. Have date/time stamp visible (use timestamp camera app)
2. Include context (room, full view)
3. Include close-up of issue
4. Include measuring tape for size reference (when relevant)
5. Be taken from multiple angles

Organize photos:

Property_Address/
  Tenant_Name/
    Move_In_2025_01_15/
    Inspection_2025_04_15/
    Violation_2025_07_20_Pet/
      IMG_001.jpg (wide shot)
      IMG_002.jpg (close-up)
      IMG_003.jpg (damage detail)
    Violation_2025_08_05_Noise/

Digital File Naming Convention

Use consistent naming:

[DATE]_[PROPERTY]_[TENANT]_[DOCUMENT_TYPE]_[DESCRIPTION]

Examples:
2026_01_20_123MainSt_Smith_NoticeToCure_UnauthorizedPet.pdf
2026_01_20_123MainSt_Smith_Photo_PetDamage.jpg
2026_01_20_123MainSt_Smith_Email_RefusedEntry.pdf

Legal Compliance Checklist

Before Sending ANY Notice

• [ ] Violation clearly stated in lease
• [ ] Behavior actually violates lease (not just annoying)
• [ ] State law allows this type of notice
• [ ] Using correct notice form for your state
• [ ] Giving required number of days per state law
• [ ] Delivery method complies with state law
• [ ] Fair housing compliance confirmed
• [ ] Consistent with how you've treated other tenants
• [ ] NOT retaliation for tenant exercising rights
• [ ] NOT retaliation for complaints
• [ ] Not discriminatory in any way

Fair Housing Compliance

Every violation enforcement must be:

Consistent:

• Same violations get same consequences for all tenants
• Document your enforcement pattern
• Create written violation policy and follow it

Non-Discriminatory:

• Never based on protected class
• Business reasons only
• Document business justification

Non-Retaliatory:

• NOT within 60-180 days (varies by state) of:
  • Tenant complaints to authorities
  • Tenant requesting repairs
  • Tenant joining tenant union
  • Tenant exercising legal rights

Well-Documented:

• Show you would enforce with ANY tenant
• Show legitimate business reason
• Show pattern of violation justifies action

State-Specific Legal Variations

Notice Periods by State (Examples - Verify Your State):

| State | Pay or Quit | Cure or Quit | Unconditional Quit | |-------|-------------|--------------|-------------------| | California | 3 days | 3 days | 3 days (limited use) | | Texas | 3 days | N/A | N/A | | Florida | 3 days | 7 days | 7 days | | New York | 14 days | 10 days | N/A | | Illinois | 5 days | 10 days | 5 days (limited) |

Important State Variations:

California:

• Just cause eviction required in many cities
• Must offer right to cure for most violations
• Strict service requirements

New York:

• Very tenant-friendly
• Long notice periods
• Difficult eviction process

Texas:

• Very landlord-friendly
• Quick eviction process
• Fewer tenant protections

Seattle/Portland/San Francisco:

• Just cause required
• Relocation assistance may be required
• Strict enforcement of tenant protections

Always consult your state's landlord-tenant act and local ordinances

Appendix A: Violation Response Flowchart

Violation Discovered
        |
        v
Document with Photos/Video
        |
        v
Review Lease - Is it a violation?
        |
    Yes |           No - Not a violation
        v                 |
Is it serious/safety?     v
        |              Take no action
    Yes |    No
        |     |
        v     v
   Level 2  Level 1 Warning
        |     |
        |     v
        |  Cured? Yes -> End process
        |     |
        |    No
        v     v
   Level 2 Notice to Cure
        |
        v
   Cured? Yes -> End process
        |
       No
        v
   Level 3/4 (based on violation)
        |
        v
   Vacated? Yes -> End process
        |
       No
        v
   File Eviction

Appendix B: Violation Notice Timeline

30-Day Standard Timeline

Day 1: Violation occurs

• Document with photos
• Review lease clause
• Determine violation level

Day 2: Issue appropriate notice

• Level 1 Warning (minor, first-time)
• OR Level 2 Notice to Cure (serious or repeat)
• Document delivery

Days 3-7: Cure period

• No contact with tenant
• Wait for cure
• Prepare for next steps

Day 8: Check if cured

• Inspect property
• Take photos
• Determine if FULLY cured

Day 9: If not cured

• Issue Level 3 or Level 4 notice
• Depending on violation type and state law

Days 10-14: Final cure/vacate period

• Wait for compliance
• Prepare eviction documents
• Consult attorney

Day 15: If not resolved

• File eviction lawsuit
• Continue documentation

Days 15-30: Eviction process

• Court hearing (typically 2-3 weeks)
• Judgment
• Writ of possession
• Sheriff-enforced removal (if necessary)

Appendix C: Sample Witness Statement Form

WITNESS STATEMENT

Case: [Property Address] - [Tenant Name]
Date of Statement: [Date]
Prepared by: [Witness Name]

WITNESS INFORMATION:
Full Name: ____________________
Address: ____________________
Phone: ____________________
Email: ____________________
Relationship to Property: [ ] Neighbor [ ] Other Tenant [ ] Landlord [ ] Staff [ ] Other: ____

STATEMENT:

I, [Name], being of sound mind, hereby make the following statement regarding events at [Property Address]:

Date of Incident(s): [Date(s)]
Time of Incident(s): [Time(s)]

What I Witnessed:
[Detailed description of what was seen, heard, or experienced]
[Include specific details: dates, times, people, actions, words spoken, etc.]

How I Know This Information:
[ ] I personally saw it
[ ] I personally heard it
[ ] I was told by [Name]
[ ] Other: ____________________

Location Where I Witnessed This:
[Specific location - my apartment, parking lot, etc.]

Other People Present:
[Names if known]

Frequency of Occurrence:
[ ] This was a one-time incident
[ ] This has happened approximately [#] times
[ ] This happens regularly - describe: ____________________

Impact on Me:
[How this has affected you - lost sleep, fear for safety, etc.]

Additional Information:
[Any other relevant details]

TRUTHFULNESS STATEMENT:

I declare under penalty of perjury under the laws of the State of [State] that the foregoing is true and correct to the best of my knowledge.

Witness Signature: ______________ Date: __________

Witness Printed Name: ____________________

NOTARY (Optional but recommended):
Subscribed and sworn to before me this ____ day of ________, 20__.

Notary Signature: ______________
Notary Public, State of ________
My commission expires: __________

Appendix D: Annual Violation Policy Review

Every year, review and update:

1. State Law Changes

   • New landlord-tenant laws
   • Updated notice requirements
   • New protected classes

2. Local Ordinance Changes

   • Just cause eviction requirements
   • Rent control impacts
   • New tenant protections

3. Your Lease Agreement

   • Are all clauses legally enforceable?
   • Do violations in practice match lease?
   • Any clauses that are outdated?

4. Your Enforcement Patterns

   • Are you consistent across all tenants?
   • Any gaps in documentation?
   • Any fair housing concerns?

5. Your Forms and Templates

   • Do they match current law?
   • Do they include all required elements?
   • Are delivery methods still valid?

Conclusion

Proper documentation of lease violations is not optional - it's essential for protecting your investment, upholding your lease terms, and defending yourself legally.

Key Takeaways:

1. Document Everything - If it's not documented, it didn't happen
2. Be Consistent - Same violations get same treatment for all tenants
3. Follow the Law - State and local laws vary significantly
4. Act Quickly - Don't let violations escalate
5. Communicate Clearly - Tenants should understand exactly what's required
6. Preserve Evidence - Photos, videos, written statements
7. Consult Professionals - Attorney review before eviction filing

This system provides:

• Legal protection when disputes arise
• Evidence for eviction proceedings
• Consistent enforcement framework
• Fair housing compliance
• Professional reputation

Use these templates as a starting point, but always customize them for your state's laws and your specific situation. When in doubt, consult with a local landlord-tenant attorney before taking action.

Additional Resources

Legal Resources:

• Property Manager Interview Questionnaire
• Property Emergency Response Playbook
• DIY vs Professional Property Management

Calculators:

• BRRRR Calculator
• Property Investment Analyzer
• Eviction Cost Calculator

Last updated: January 20, 2026 | This template is provided for informational purposes only and does not constitute legal advice. Landlord-tenant laws vary significantly by state and locality. Consult with a licensed attorney in your jurisdiction before taking any legal action against a tenant. Failure to follow proper legal procedures can result in dismissed cases, financial liability, and legal penalties.