Housing disrepair software: answer a letter of claim from the record you already hold.

A housing disrepair claim turns on a handful of questions. When was the landlord told? Did it inspect, and what was found? Was access given? What works were done, and when? A landlord that has to rebuild those answers from emails, job notes and photos on someone's phone starts the response on the back foot.

HousingSurvey Pro keeps the answers on sealed, tamper-evident records for each property as the work happens. When a letter of claim arrives, your surveyor and your office answer it item by item in a Scott schedule built from that evidence, and your legal team gets a report and an evidence bundle it can check.

From letter of claim to response

Raise the case as a disrepair claim. Pick Disrepair claim as the reason for inspection and set the date you were told. On a disrepair claim case, the Scott schedule step is part of the survey and the survey dashboard says so.
Inspect, and start the schedule on site. The surveyor picks the England or Wales template, adds the parties, the letter of claim's reference and date and any claim number, and starts rows from the rooms already recorded. Common reasons for the landlord's position are one tap: no notice before the letter of claim, not present at inspection, already repaired, condensation from occupation, access refused, works agreed and scheduled. The schedule is sealed with the survey.
Answer in the office. The office works on its own copy in the portal, so the sealed survey never changes. It fills blank dates from the case and from the works orders raised for each room, prices the landlord's works from your schedule of rates, and raises a works order for any admitted item, linked to its row.
Print the response. The report PDF prints the schedule on its own landscape pages: the case details, the table with its header repeated on every page, totals for both sides and the difference, counts of items admitted, denied and awaiting a response, outstanding works and each item's photos. An office copy is labelled as prepared in the office and not part of the sealed survey.
Hand over the evidence. Export the evidence bundle for your solicitor or expert, and keep the case moving to completion and verification.

The full walkthrough, row by row, is on the Scott schedules page. Scott schedules are on the Team plan and above.

What the record can show

When you were told: Each case records the day you were told about the problem or otherwise became aware of it, entered when the case is raised and kept on the case from then on.
What the surveyor found: Room-by-room observations and photos. For damp and mould: humidity, temperature, timber moisture and dew point readings, the damp type the surveyor observed, and condensation risk worked out to ISO 13788.
Where and when: Every photo is fingerprinted (SHA-256) when it is taken. The record carries a GPS fix from the property, or the surveyor's recorded reason when the phone could not get one, and a completion time set by our servers, not the device.
Attempts to get in: No answer, access refused, a property that appears vacant, a missed or changed appointment: each attempt is logged with a note and an optional photo, sealed, and counted on the case. An attempt logged in the field carries a GPS fix at the property.
What the resident was told: Letters sent from the case at each stage appear on the case timeline.
What was done, and when: Works orders raised from the findings, the operative's after-photos and GPS fix at completion, and verification by re-survey or by a recorded attestation, each labelled for what it is.

Timelines, for the case and the home

Each case has a timeline of its access attempts, appointment outcomes, letters sent and stage changes, including the statutory clock where the case has one. Each property has its own timeline of every job, sealed record and field follow-up at that address, newest first and matched by UPRN, so earlier jobs at the same home sit alongside the current claim. See the property timeline.

An evidence bundle a third party can check

Any sealed record exports as a ZIP built for independent checking rather than reading:

record.json, the record exactly as stored, and canonical.json, the exact form its hash is computed over, so anyone can recompute the hash without access to HousingSurvey Pro.
chain.json, the record's hash, the hash of the record before it for the same property and its place in that chain, with a check that the hash still matches, run at the moment of export.
timeline.json for a record linked to a case: the reported date, each statutory deadline, when each stage was met and every deadline alert raised.
Every photo, named by its fingerprint, including the Scott schedule rows' photos, and manifest.json with a SHA-256 of every file.

Exporting a bundle never changes the record, and the export itself is written to your audit log. The office's working copy of a Scott schedule is not sealed evidence, so it is printed in the report but not bundled. See evidence bundles.

England and Wales

Under the Pre-Action Protocol for Housing Conditions Claims (England), the landlord replies to a letter of claim within 20 working days of receiving it (para 6.2), saying whether liability is admitted and for which defects, with reasons where it is disputed and any point on notice or access, and a schedule of intended works with start and completion dates (para 6.3). The England template is laid out for that response and for the county court's model direction for a schedule of alleged disrepair. The Wales template follows the Pre-Action Protocol for Housing Disrepair Cases (Wales), speaks of contract-holders as the Renting Homes (Wales) Act 2016 does, and is picked by default when the case's nation is Wales.

Integrity, integrations and security

Sealed and chained. A finalised record is locked with a server-set timestamp and hash-chained to the previous record for the same property. Corrections create a new version; the original is kept, and a nightly verifier recomputes every chain.
Linked to your own case. A case raised from your housing system through the REST API carries your own reference, and finalised records go back by signed webhook, nightly EDI file or SFTP, on the Platform plan and above. See integrations.
UK data residency. The database, file storage, server functions and reporting warehouse run in Google Cloud's London region. The platform is designed against Cyber Essentials and ISO/IEC 27001 controls; formal certification is on the roadmap and not yet held. See security.

What it does not do

It does not work out your reply date or any court deadline, decide liability, or value a claim: the schedule records the surveyor's findings and each party's position, and your team makes the decisions. It is not legal advice, a statement of case, or an expert's report in the court's form, and it does not manage the litigation itself.

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Frequently asked questions

How does HousingSurvey Pro help with housing disrepair claims?

It keeps the inspection, the dates and the works for each property on sealed records, then helps you answer a letter of claim from them. A Scott schedule sets out each defect alleged, what the surveyor found, whether it is admitted or denied and why, and the works with their dates and costs. It prints in the report PDF, and the evidence bundle carries the sealed record, its chain proof, the photos and the case's statutory timeline.

Does it work out when our response to a letter of claim is due?

No. The Scott schedule records the letter of claim's reference and date, but HousingSurvey Pro does not calculate the reply date under the pre-action protocol or decide liability. Your team and your legal advisers make those decisions.

Can it show that we tried to get access?

It records each attempt. A failed visit (no answer, access refused, the property appearing vacant or another reason) or a missed or changed appointment is logged with a note and an optional photo, and an attempt logged in the field carries a GPS fix at the property. Each one is sealed into the case's evidence and shows on its timeline. The weight it carries in a claim depends on the facts.

What do we send to our solicitor?

Usually the report PDF, which prints the Scott schedule on landscape pages, and the evidence bundle: a ZIP with the sealed record, the canonical form its hash is computed over, the chain proof checked at the moment of export, every photo named by its fingerprint and a manifest of every file's hash. A record linked to a case also carries a timeline file with the reported date, the deadlines, when each stage was met and every deadline alert raised.

Does it cover disrepair claims in Wales?

Yes. The Scott schedule has a Housing disrepair (Wales) template that follows the Pre-Action Protocol for Housing Disrepair Cases (Wales) and speaks of contract-holders, as the Renting Homes (Wales) Act 2016 does. It is picked by default when the case's nation is Wales.

This page is general information, not legal advice. Sources: Pre-Action Protocol for Housing Conditions Claims (England), paras 6 and 7; Civil Procedure Rules model direction C05; Pre-Action Protocol for Housing Disrepair Cases (Wales), paras 6 and 7; Renting Homes (Wales) Act 2016. Always confirm the current requirements with your legal team. Product details reviewed 17 October 2026.