Why Evidence Is the Only Thing That Matters in a Bond Dispute
Every bond dispute comes down to evidence. A tribunal member cannot assess a dispute on the basis of what you remember or what you believe happened. They can only assess what can be demonstrated through documentation.
The tenant who wins is not always the one who is right. It is the one who can prove it. This guide tells you exactly what evidence to collect, how to store it, and how to use it.
Category 1: Photographic Evidence
Photographs are the most persuasive evidence in any property dispute. Specifically:
Category 2: Written Communications
Every significant communication with your landlord or agent should be in writing. This creates a timestamped record that can be used as evidence. Critical communications to document include:
- Any maintenance requests you made during the tenancy
- The landlord's or agent's response to those requests
- Any communications about the condition of the property
- Move-out instructions or cleaning requirements provided by the agent
- Key handover confirmation
- Any dispute communications - your response to a claim, their reply
Always follow up phone conversations with an email summary: "As discussed today, I have reported the leaking tap in the bathroom. Please arrange for repair." This creates a written record of verbal conversations.
Category 3: Documents
Keep physical and digital copies of:
- Your signed tenancy agreement
- Your copy of the completed condition report from move-in
- Receipts for professional cleaning at move-out
- Quotes for any repairs you organised
- Bond lodgement receipt from the relevant authority
- Any inspection notices provided by the agent during the tenancy
How to Organise Your Evidence
Create a dedicated folder from day one
Create a folder - on your phone, in cloud storage, or on a computer - for each rental property. Label it clearly with the address and tenancy dates. Store everything in one place from the start.
Store your BondProof report in multiple locations
Email the PDF to yourself. Save it to cloud storage. Keep it until at least 6 months after the tenancy ends. If a dispute arises later than expected, you want to be sure you still have access to your move-in documentation.
Forward all email communications to a separate account
If you use a shared email account or are concerned about losing access, forward all tenancy-related emails to a separate personal account you control.
How to Use Your Evidence in a Dispute
When a landlord makes a bond claim you dispute:
- Identify which items you are disputing and why
- Find the specific photos in your BondProof report that address each item
- Write a clear, calm response to the agent disputing each item with photo references
- Send by email so you have a timestamped record of your response
- If the dispute is not resolved, use the same evidence at tribunal
At a tribunal hearing, present your BondProof PDF report. Walk the hearing member through each disputed item with the corresponding before and after photos. Clear, organised evidence presented calmly is highly effective.
Evidence for New Zealand and UK Tenants
The same evidence principles apply across all three of BondProof's markets. In New Zealand, evidence is used in Tenancy Tribunal hearings. In the UK, it is used in deposit scheme adjudications. The timestamped, geolocated BondProof PDF report is designed to present clearly in all of these contexts.