Be clear on what the disagreement is really about

For tenants:

• Clarify what’s gone wrong (e.g. communication breakdown, payment issue, breach of agreement)
• Gather dates, evidence, and any relevant clauses from your tenancy agreement

For landlords:

• Review the tenancy terms, recent correspondence, and any prior attempts to resolve the matter
• Check whether there are internal policies or legal duties that apply

Use: Dispute Summary Template · AI Prompt: “Help me summarise my tenancy dispute clearly and neutrally so I can complete my Dispute Summary Template. Please structure the information into the key sections and remove any unnecessary emotion or repetition.”

Have the facts ready before discussing the issue

For tenants:

• Collect any letters, texts, photos, or receipts that relate to the problem.
• Note down who you spoke to, when, and what was said.

For landlords:

• Keep a record of all communication and actions taken so far.
• Include inspection notes, account records, or contractor communications if relevant.

Use: Evidence Log · AI Prompt: “Help me write clear, factual summaries of my tenancy dispute evidence so I can record them in my Evidence Log. Here’s what I have so far: [paste your notes, messages, or documents]. Please describe each item briefly and objectively, focusing on what it shows and why it’s relevant.”

Try to resolve the issue directly before it escalates

For tenants:

• Write a calm, factual message explaining your concern and the outcome you’re seeking.
• Suggest a reasonable timeframe for a response.

For landlords:

• Acknowledge the issue promptly and respond in writing.
• Outline next steps clearly and propose practical solutions.

Use: Communication Template · AI Prompt: “Help me draft a clear, polite message to resolve a tenancy issue early. Here are my notes: [paste details here]. Please write the message in a professional tone, outlining the issue, what has been done so far, and what resolution I am seeking.”

Find a fair and practical solution for both sides

For tenants:

• Consider compromises that resolve the issue without further conflict.
• Get any agreement confirmed in writing.

For landlords:

• Focus on practical outcomes rather than blame.
• Confirm what’s been agreed and when it will be completed or reviewed.

Use: Resolution Agreement Template · AI Prompt: “Help me draft a clear and neutral resolution agreement based on the following notes from a tenancy dispute discussion. Please outline what was agreed, who will take each action, and by when. Ensure the language is professional and factual, suitable for both landlord and tenant.”

Use official processes when informal discussion doesn’t work

For tenants:

• Follow your landlord’s or agent’s complaints procedure first.
• If unresolved, escalate to the relevant Ombudsman or redress scheme.

For landlords:

• Respond in line with your complaints policy and document every step.
• If appropriate, signpost tenants to the next stage of escalation.

Use: Formal Complaint Template · AI Prompt: “Help me draft a professional and factual formal complaint about a tenancy issue. Here are my notes: [paste details here]. Please summarise the key events, describe the impact, and clearly state what resolution I am requesting.”

Resolve the dispute efficiently and fairly as a last resort

For tenants:

• Explore free or low-cost mediation before court.
• Understand the process and what evidence you’ll need.

For landlords:

• Seek advice on your legal position and ensure protocol compliance.
• Consider mediation to reduce time and costs.

Use: Mediation Guide · AI Prompt: “Help me prepare for a tenancy mediation meeting. Here are my notes: [paste details here]. Please help me summarise the key issues, outline possible solutions, and suggest how I can present my points clearly and professionally.”