Evidence for Tenants: photos, logs, witnesses - Netherlands

As a tenant in the Netherlands, solid evidence can make the difference in repair disputes, rent reduction claims or disagreements about damage. Photos, a detailed log and reliable witnesses can strengthen your position, but many tenants make mistakes such as missing dates, unclear images or incomplete notes. This guide explains in simple steps how to take photos correctly, keep a clear log and collect witness statements that are usable for the Rent Tribunal^[1] or the court. You will get practical tips on timing, storage and communication with your landlord so your evidence stays strong and traceable. We also cover how to document maintenance and small repairs and when the landlord is responsible, so you are better prepared for discussions or a formal complaint.

Why clear evidence matters

Good evidence helps in negotiations with the landlord and in formal procedures. The Rent Tribunal handles disputes about service charges and some maintenance issues, while the cantonal court decides other rental law cases. Always consult the relevant legal articles (Civil Code Book 7) for your situation^[2].

Common mistakes

• Photos (photo) without a clear date or context.
• Photos (photo) of poor quality or blurry images.
• Missing a complete logbook (log) with dates and actions.
• Witness statements without contact details or signatures.
• Failing to report defects within a reasonable period (within) to the landlord.

How to collect evidence

Follow a consistent routine: take clear photos, keep an accurate logbook and collect witness contact details. Also save all messages and quotes as documentation and consult official government guidance if needed^[3].

• Take multiple photos (photo) of each damage item, with close-ups and overview shots.
• Keep a logbook (log): date, time, description and agreed actions.
• Collect witness contacts (witness) and ask for short written statements.
• Keep correspondence and notices (form) in a folder, both digital and paper.
• Document repair requests and any landlord responses (repair).

Frequently asked questions

Which pieces of evidence does the Rent Tribunal accept?

The Rent Tribunal often accepts photos, logbooks, quotes, correspondence and witness statements as evidence.

How long should I keep evidence?

Keep documents and photos at least until the dispute is resolved; for certainty you can keep them for several years.

When should I involve the Rent Tribunal or the court?

Try to resolve the issue with your landlord first; if that fails you can involve the Rent Tribunal for applicable matters or take the case to the cantonal court for more complex disputes.

How-To

1. Send the landlord a written notification immediately with photos and a log (form).
2. Collect and organize evidence: photos, logbook, quotes and correspondence (photo, log).
3. Collect witness contacts and short statements (witness).
4. Document repairs and any related agreements (repair).
5. Observe deadlines and respond in time.
6. If negotiations fail, file with the Rent Tribunal or consult a lawyer for court proceedings.

Key takeaways

• Start with clear, date-stamped documentation.
• A complete file improves your chances of a favorable outcome.

Help and support / Resources

• [1] Huurcommissie - information and procedures for tenancy disputes
• [2] Wetten.overheid.nl - Civil Code Book 7 (tenancy law)
• [3] Government.nl - official housing and tenancy information

1. [1] Huurcommissie - information and procedures for tenancy disputes
2. [2] Wetten.overheid.nl - Civil Code Book 7 (tenancy law)
3. [3] Government.nl - official housing and tenancy information