FeaturesRecords and evidence
Sending it is not the hard part. Proving you sent it is
Documents filed against the property, and an activity log that nobody can edit afterwards. It builds while you work, which is the only way it is ever there when somebody disagrees with you months later.
- Activity log cannot be edited
- Exports as CSV or PDF
- Log and storage on every plan
How it works
- 01You do the work
- 02It is logged as it happens
- 03Signature requests report back
- 04It is there when you need it
The short answer
What does landlord record keeping actually mean?
It means being able to produce, later, what you did and when you did it. Not only the document, which most landlords have somewhere, but the date it went out and who it went to. That second half is what disputes turn on, and it is the half almost nobody keeps.
LetCompliance records it as a side effect of doing the work. Uploads, sends to tenants, changes to safety records and other actions are written to an activity log against the property, with the time. For documents sent for e-signature, the delivery to the tenant’s email, any bounce and its reason, and the signature itself are recorded too.
The activity log cannot be edited afterwards. Entries are written by the server, the time is set when they are written, and there is no way to change or delete them, for you, a colleague, or us through the app. A record you can go back and tidy is a draft, and the other side will say so.
Documents sit against the property rather than in a folder structure you have to maintain, and the log exports as CSV or PDF. When a tenancy ends, a scheme asks, or a tenant remembers things differently, the answer is already written down.
What it does
Three things a folder of PDFs cannot do.
A log that cannot be tidied up
Entries are written by the server and fixed to the time they happened, with no way to edit or delete them. That constraint is the value: a record anyone could have changed proves only that somebody typed something.
E-signed documents tracked to the end
A document sent for e-signature records when it went, whether it reached the tenant’s email or bounced (with the reason), and when it was signed, with a fingerprint of the file as sent. A bounce you can see is a problem you can still fix.
Filed against the property
Certificates, agreements, notices and other documents attach to the property they belong to, and up to 40 of them merge into one PDF when someone asks for a bundle. There is no folder system to keep up.
In detail
What the record holds
The detail behind the headline features.
- Server-written activity log
- Only the server can add entries, the time is fixed when they are written, and the log is kept even if an account is later deleted.
- Exports when you need them
- The activity log exports as CSV or PDF, filtered by property, so it can go to an adjudicator, an insurer or a solicitor.
- Sent documents, listed
- Every document sent to a tenant appears in one list, and a signature request that has not been signed yet can be withdrawn.
- Fingerprints of sent files
- Files sent for signature carry a SHA-256 fingerprint, so a later change to the document can be detected.
- Signing links that expire
- Signature links expire, reminders go out before they do, and the expiry itself is written to the log.
- Bundles in one PDF
- Up to 40 documents merge into a single PDF for a scheme, a tribunal bundle or an accountant.
- Served outside the app
- A tenancy agreement handed over in person can be marked as served, with the date and how, so the trail has no gap.
- Safety records logged
- Changes to fire safety items and the date deposit prescribed information was served are recorded too.
Step by step
How the record builds itself
- Step 1
You do the work
Upload a certificate, send a document, update a safety record, serve a notice. The ordinary work of the tenancy.
- Step 2
It is logged as it happens
The entry is written by the server at the time and cannot be changed, so nothing depends on remembering to record it afterwards.
- Step 3
Signature requests report back
For e-signed documents, delivery, bounces and the signature are added to the same record automatically.
- Step 4
It is there when you need it
Filter by property and export the log as CSV or PDF, or merge the documents into one bundle.
The difference
The same records, without the reconstruction
By hand
In LetCompliance
Searching an inbox for when a certificate went out
A dated entry against the property in the activity log
A spreadsheet anyone can edit after the event
A server-written log with no edit or delete
Assuming an emailed agreement arrived
Delivery, bounce reason and signature recorded for e-signed documents
Attaching twenty PDFs one by one for a scheme
Up to 40 documents merged into one PDF
Same account
The record is only strong because of what feeds it.
These are the moments that leave a trace, and they are all in the same login on the same properties.
See every feature- Check-in and check-out reports, paired and dated
- Deposit deductions with the working attached
- Repairs reported by the tenant, with a date
- Rent recorded against every tenancy
- A live 0 to 100 score for every property
- SA105 and Section 24 figures
Questions
Questions, answered
Why does the date matter more than the document?
Because almost every landlord has the document. Far fewer can show when it went out and to whom, and that is the part an argument turns on. A certificate in your downloads folder says you had one; a dated entry against that tenancy says what you did with it.
Can the activity log be edited?
No. Entries are written by the server with the time fixed when they are written, and there is no way to edit or delete them, including for us through the app. Documents themselves can still be replaced or removed, which is recorded as its own entry.
Is delivery tracked for every email?
Delivery and bounces are tracked for documents sent for e-signature, which is on the trial and paid plans. Certificates sent as ordinary attachments, and move-in pack emails, are logged as sent, with the time and recipient, but their delivery is not tracked.
What if I served something outside the app?
A tenancy agreement served in person or by post can be marked as served with the date and a note, so the record does not have a gap where you handed something over.
Do you claim this will win a case?
No. What a court or a deposit scheme makes of any evidence is for them to decide. What we can say is what the record is: dated, written by the server and not editable afterwards.
What does it cost?
The activity log, its exports and document storage are on every plan, including the free plan for one property. E-signature with delivery tracking is on the 14-day trial and paid plans, from £14.99 a month.
UK-built · Founder-led · GOV.UK-cited
Built by a landlord, for landlords.
I let property myself, so I know what it costs to juggle an agent, a spreadsheet and a handful of reminder apps just to stay on the right side of the law. LetCompliance puts all of it behind one login: advertise the property, take applications, collect the rent, and keep every certificate and notice in order, each taken straight from GOV.UK.