Build the paper trail BEFORE you need it. Every access attempt should be documented:
**For each attempt:**
1. Written notice of entry (at least 24 hours in advance, between 8am-8pm) — section 27 RTA requires this except for emergencies. Hand-delivered, posted on the door, AND emailed/texted is best.
2. Photo of the posted notice on the door, with timestamp.
3. Contractor's record of the visit: time of arrival, attempt to enter, result.
4. Your own log entry: who, what, when, the outcome.
**If the tenant refuses entry:**
- Note the refusal in writing to the tenant the same day ("Confirming you declined entry today for [reason]. We'll reschedule for [date], please confirm.")
- Re-attempt within a reasonable time.
- If it becomes a pattern: 3+ refused entries on the same maintenance issue is grounds for an N5 (substantial interference with the landlord's lawful right to enter for maintenance).
**At a future T6 hearing**, your access log directly defeats the tenant's claim that you ignored the maintenance issue. "We attempted entry on these 6 dates with proper notice; the tenant declined or wasn't present on each occasion" is a near-fatal blow to a T6.
VirtualPM Legal Shield includes access-tracking templates + N5 prep. Book a free 15-minute consult.
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**For each attempt:**
1. Written notice of entry (at least 24 hours in advance, between 8am-8pm) — section 27 RTA requires this except for emergencies. Hand-delivered, posted on the door, AND emailed/texted is best.
2. Photo of the posted notice on the door, with timestamp.
3. Contractor's record of the visit: time of arrival, attempt to enter, result.
4. Your own log entry: who, what, when, the outcome.
**If the tenant refuses entry:**
- Note the refusal in writing to the tenant the same day ("Confirming you declined entry today for [reason]. We'll reschedule for [date], please confirm.")
- Re-attempt within a reasonable time.
- If it becomes a pattern: 3+ refused entries on the same maintenance issue is grounds for an N5 (substantial interference with the landlord's lawful right to enter for maintenance).
**At a future T6 hearing**, your access log directly defeats the tenant's claim that you ignored the maintenance issue. "We attempted entry on these 6 dates with proper notice; the tenant declined or wasn't present on each occasion" is a near-fatal blow to a T6.
VirtualPM Legal Shield includes access-tracking templates + N5 prep. Book a free 15-minute consult.