Tenant Evidence: Photos, Logs & Witnesses - Netherlands
As a tenant in the Netherlands, evidence is often decisive in disputes about repairs, overdue maintenance or rent reductions. Photos, a well-kept logbook and reliable witness statements help you record facts, show dates and demonstrate patterns when problems recur. This article explains step by step which forms of evidence are most persuasive, how to store photos and notes correctly, when to have witnesses give written statements and which procedures you can follow with the Huurcommissie[1] or the court. With practical tips and references to official sources, you as a tenant can act more consciously and improve your chances of a good outcome.
What counts as evidence?
Not all pieces of evidence are equally strong, but a combination of multiple sources works best. Think of photos, timestamps, dated logs, written requests and witnesses who confirm the sequence of events.
- Photos (photos) of damage and the surroundings with a clear date and context.
- Logbook (log) with date, time and a short description of the problem.
- Witness statements (witnesses) with contact details and what they saw.
- Messages and emails that show repair requests and responses.
- Receipts or invoices for repairs and material costs.
How to create and store evidence?
A good method protects evidence from being disputed; base your approach on clarity, reliability and redundancy. Also consult the relevant legislation on tenancy rights and obligations to support claims[2] and official guidance for procedures[3].
- Take immediate photos (photos) as soon as you see an issue; take overview and detail shots.
- Record date and time (time) with every photo and each logbook entry.
- Keep a logbook (log) with short, factual entries and save original responses from the landlord.
- Keep backups: multiple copies in different locations or in the cloud.
- Ask witnesses for permission to provide a short written statement with date and contact information.
What not to do
Avoid exaggerated claims, manipulating photos or removing metadata; that harms your credibility.
What to do in a dispute?
First document and then consult the landlord; often a clear email or registered letter leads to a solution. If consultation fails, you can involve the Huurcommissie[1] for service charges and rent or go to the cantonal court for other disputes. Always check deadlines and procedural requirements before submitting a request[2].
- First file a formal request or complaint with the landlord including all evidence.
- Keep proof of sending and receipt of notifications.
- Consider filing with the Huurcommissie (service charges/rent) or starting a civil procedure for other claims.
Frequently Asked Questions
- Which photos are best as evidence?
- Sharp photos with date, overview and detail shots; add as much context as possible such as furniture or meter readings.
- Is a witness statement sufficient?
- Witnesses help, but preferably combine statements with photos and logs; have witnesses state facts briefly with date and contact details.
- Where can I file a complaint?
- With the Huurcommissie for rent and service charge issues or with the cantonal court for other tenancy disputes.
How-To Steps
- Take immediate photos of the problem and note date and time (photos/time).
- Keep a chronological logbook (log) with short factual entries.
- Make backups of messages, quotes and invoices in multiple locations.
- Ask witnesses to provide a short written statement with contact details (witness).
- Send a formal complaint to the landlord including all evidence and deadlines.
- If that fails, file with the Huurcommissie or start a procedure at the cantonal court.
