For tenants · Submission guide

Move-in conditions
shouldn't become
your move-out
problem.

IssueLedger keeps timestamped maintenance and move-in condition records in one shared place. Your submission is timestamped when sent — and the record is easier for both sides to review if anything is disputed later.

Demo tenant view →Copy message for landlord
● 01

Timestamped when sent

Photos and notes enter the shared record with the submission time attached.

● 02

Added to the property record

Your submission goes to the unit record, timestamped and visible to the owner or manager. You get a confirmation by email.

● 03

Documentation, not dispatch

For emergencies, contact emergency services or your landlord's emergency line first.

Submit from your phone. No download, no account — just the secure link your landlord sends you.

§ 01 · Submission flow

Tap the link.
Document what you see.

Three taps and a photo. Your submission lands in the unit's record with the timestamp, a tamper-evident fingerprint of each photo, and your access preference attached.

No appBrowser-basedPhoto hashingNo account required
9:41●●●●○
←
Oak & Damen · Unit 3B
New issue
Save
Step 1 of 3 · The basics
Submit an issue
Title
Kitchen sink leak
Category
Plumbing — leak▾
Urgency
Emergency
Urgent
Routine
Doc
Photos · 2 of 6
IMG_0418
IMG_0419
＋
Add
9:43●●●●○
←
Oak & Damen · Unit 3B
Kitchen sink leak
Save
Step 2 of 3 · Describe
What you noticed
Description
“Cabinet under kitchen sink is damp. Started this morning. Water has not reached the floor. Bucket placed.”
Auto-saved · 0:15 ago
Noticed
Today, 8:30 AM
Still ongoing
Yes
No
Access preference
Notice before entry
Available after 5 PM weekdays
▾
● Submitted · 2:14 PM
Sent to record
Tenant report
Plumbing leak — kitchen sink
📎 2 photos · hashed
Receipt #
ILR-3B-2026-0917
Step 3 of 3 · Done
● Receipt
You keep a copy.
Email + browser fallback.
§ 02 · Example record

Move-in dents.
Documented.
On record.

A real example: kitchen wood floor with heel-shaped dents, photographed and submitted on day one. Two months later, the landlord recorded a vendor quote and a written decision in the same chain.

Oak & Damen Apartments — Unit 3B · move-in condition
Move-in condition · 4 events

Kitchen wood floor — heel dents

Documented Sep 1, 2026 · Sam Rivera, tenant
Pre-existing,
documented
Tenant ReportSam Rivera
“Move-in condition: kitchen wood floor has many small heel-shaped dents throughout the walkway and near the island. Photos attached before furniture was moved in.”
📎 3 photos — see addendum
Sep 1
4:10 PM
Landlord NoteLandlord
Move-in condition acknowledged in IssueLedger. Record kept with tenant submission and timestamped photos.
Sep 1
5:05 PM
Vendor NoteLakeview Flooring
Quote received: sand and refinish affected kitchen boards for $1,280. Cosmetic — can be deferred until next vacancy.
📎 quote-LF-2204.pdf
Sep 4
1:15 PM
Landlord DecisionLandlord
Decision recorded: no immediate repair. Existing heel dents are documented as pre-existing move-in condition and should not be charged to this tenant at move-out.
Sep 4
2:10 PM
● Why this matters
Two months from now this is a $0 deposit dispute, not a $1,280 one.
View example report →
§ 03 · What to include

Send the details
someone will need later.

Describe the issue, when you noticed it, whether it is ongoing, and attach clear photos. The more specific you are, the more useful the record.

● Plumbing

Leaky kitchen sink

Describe when you first noticed it, whether water reached the floor, and attach photos of the cabinet, pipe, and drip area.

Photo · Under-cabinet, pipe, drip area
Note · When noticed, how often it drips
● Lock / security

Broken lock

Note which door, when it stopped working, and whether your unit is currently secure.

Note · Front entry or unit door, secure now?
Photo · Lock, latch, or strike plate
● HVAC

Heat or AC problem

Note the room temperature, thermostat setting, when it started, and whether it is still ongoing.

Photo · Thermostat display showing temp + setting
Note · Started Tue 3pm, still ongoing
Illustrative only
§ 04 · Move-in checklist

Before there's
a problem.

A shared record is useful for ordinary maintenance and move-in condition — not just disputes. Walk the unit. Photograph what you see. Submit before the truck unloads.

● Floors
Heel dents,
scratches,
warping.
Wide shot + close-ups
● Walls
Patches, anchor holes, paint mismatch.
● Appliances
Serial #s, existing dents, gasket condition.
● Windows
Seal, lock, cracks, screen integrity.
● Plumbing
Pressure, drain speed, under-cabinet stains.
● Keys & locks
All keys received? Mailbox? Garage? Common door?
● Smoke & CO
Test each detector. Photo the test-button blink. Note install dates if visible.
● Water pressure
Hot wait time, cold flow.
● Odors
Smoke, must, pet, sewer.
● Pests
Droppings, traps, glue boards.
§ 05 · Suggest to landlord

Suggest to your landlord.
Copy and send.

Copy the message and send it however you normally communicate — text, email, or at the next walkthrough.

Suggested message

“I've been looking at IssueLedger for maintenance and move-in documentation — it keeps a shared record of timestamped photos, notes, and condition updates that both sides can reference. Would you want to use it together? issueledger.app”

● Copied
📋 Copy message →
§ 06 · Why a clean record helps

One record. Both sides.

01

One unit record

Move-in conditions, repairs, access preferences, and follow-up stay attached to the same unit.

02

Secure link, no app

Submit through a secure link when there's something to document. Nothing to install.

03

No account to manage

Use the same link to follow up on the same unit. Nothing to download, register, or maintain.

§ 07 · Tenant access

No account.
No tenant charge.

In V1, tenants use IssueLedger only through a link their landlord sends. You open the link, describe the issue, attach photos if helpful, and submit. No login, no tenant plan, no separate tenant account.

Tenant · V1 flow

Submission link

Landlord sends it
$0for tenants
No tenant login. No app install. No separate billing.
Includes
  • ✓  Issue description and category
  • ✓  Photos or documents attached from your phone or computer
  • ✓  Timestamped submission into the landlord's issue record
  • ✓  Access preference notes for scheduling repairs
  • ✓  Documentation framing, not emergency dispatch
See submission flow
What tenants can see
The link is for submitting an issue. It is not a tenant dashboard or account.
A tenant can use the landlord-provided link to submit details and reopen issues associated with that same tenancy-scoped link. Reviewing all records later is a future tenant-account feature, not V1.
Use this for
  • ·  Repair issues your landlord asked you to submit through IssueLedger.
  • ·  Move-in or condition photos when your landlord has shared a link.
  • ·  Access notes, availability, and relevant repair context.
Need urgent help? Use your landlord's emergency line or local emergency services first. IssueLedger is for documentation. See submission flow →

Tenants submit through a landlord link · no tenant account in V1

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Before you need to.

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