Tenant message records, one PDF per unit

A managing agent handles the same conversation forty times: the repair that was reported, the access that was refused, the rent that was promised on Friday. Six months later somebody asks for the record, and it is spread across a WhatsApp thread, an SMS thread and a phone that belongs to a member of staff who has since left.

ThreadProof turns those screenshots into one dated PDF per unit or per issue, with page numbers, a declaration and a fingerprint for every file, and it does the work on the device rather than uploading a tenant's private messages to anybody's server.

Start with one screenshot. It stays on your device and you will see the first page in seconds.

Build my exhibit free

The three records worth keeping

Maintenance: the first report, your acknowledgement, the contractor scheduling and the confirmation of completion. Access: every request and refusal, with dates, since notice periods usually turn on those exact timestamps. Arrears: the promises to pay and the responses, which are more persuasive than any ledger because they are in the tenant's own words.

  • One packet per unit, or per issue if the file is long
  • Date and time header visible in every screenshot
  • Third-party names and numbers redacted, with the log to show it
  • Exported the same week, not the week of the hearing

Privacy obligations you still have

Tenant messages are personal data. Keeping them on a staff phone indefinitely is usually harder to defend than keeping one exported record with the irrelevant parts blacked out. Redaction boxes are burned into the pixels before the PDF is written, so a covered phone number is gone from the exported file rather than hidden under a shape a recipient could move.

Nothing is uploaded, so the tenant's conversation does not sit in a third-party cloud because you needed a page count.

Fitting it around your workflow

Export, then file the PDF wherever the tenancy file already lives. The Email profile keeps the file small enough for portals that reject anything over 25 MB. If several units end up in one dispute, a Professional Matter keeps a single numbering sequence across all of them.

ThreadProof formats documents. It is not a letting agent, a lawyer or an adviser on notice procedure, and it makes no representation about how any tribunal or court will treat a record.

Questions people ask

Can staff build these on a work phone?
Yes. It runs in the phone browser with nothing to install, and a first packet needs no account.
How do we handle several units at once?
One packet per unit keeps files readable. Professional Matters group them with a running Bates counter if they belong to one dispute.
Do tenant messages leave the device?
No, unless someone deliberately uses the Professional email-delivery feature to send a finished packet.
What does it cost and can I cancel?
Personal is $9 per month or $79 per year. A one-time Case Pass is $24 for 90 days. Professional is $49 per month or $439 per year. Cancel anytime from your Account page in two taps; access continues to the end of the period you paid for. Every charge has a 14-day money-back policy: see the policy at /refunds.

Related guides

ThreadProof formats documents. It is not a law firm and does not give legal advice.

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