How to document repairs your landlord ignores
Report the problem in writing. Include the address, room, date it began, how it affects the home, and what repair you request. Attach clear photos or video. Keep the original message and any reply.
Maintain a simple log: date, time, problem, who you contacted, what they said, and whether anyone entered to inspect or repair. Photograph the condition again if it worsens. Keep receipts for any temporary expense, but do not repair-and-deduct or withhold rent without legal advice.
If the owner does not respond in a reasonable time, use the City’s inspection process and keep the inspection record. Good documentation is factual, dated, and calm.
Source: SF repair guidance.