A decision log records what was decided, by whom, when and on what basis — and it matters most where the law later asks for the reason. Texas asks in four places: why an application was declined against the written criteria (Property Code §92.3515); why a deposit deduction was reasonable (§92.109(c)); why a repair took the time it did (§92.056); and why an increase or non-renewal within six months of a complaint was not retaliation (§§92.331–92.332). A landlord who co-owns, uses a manager or answers to a spouse also needs the log to show who authorised what.
The log
| Field | Content |
|---|---|
| Date and time | When the decision was made |
| Property / tenancy | Which unit and tenant it concerns |
| Decision | One sentence: “Declined application — income below criterion”; “Approved roof repair up to $4,000”; “Non-renewal — pattern of late payment (ledger attached)” |
| Basis | The criterion, lease clause, statute or quote it rests on |
| Decided by | Owner, co-owner, manager — with the authority relied on |
| Communicated | To whom, how, when (the notice, the e-mail) |
| Attachments | Ledger extract, work order, photographs, criteria version |
Decisions that always go in
- Application outcomes, with the criterion (and the adverse action notice date where a report contributed — FTC).
- Rent changes and non-renewals, with the six-month retaliation check noted.
- Deposit deductions above a stated amount.
- Repair authorisations above the manager’s cap, and any decision to delay a repair with the reason (a §92.0562 affidavit if applicable).
- Accommodation and modification requests: request date, response date, outcome (HUD/DOJ Joint Statement).
- Insurance claims and legal notices.
Keeping it honest
Write the entry the day of the decision, not after the complaint; a log reconstructed later reads like one. Keep it plain — the criterion, the clause, the number — and free of opinion about the tenant. The access control guide decides who may read and who may write.
Frequently asked questions
Why keep a decision log as a landlord?
Because Texas law later asks for the basis of decisions — application denials, deposit deductions, repair timing, and increases or non-renewals near a complaint — and a contemporaneous line is the best evidence (Property Code §§92.3515, 92.109, 92.056, 92.331).
What should an entry contain?
Date, property and tenancy, the decision in one sentence, the criterion or clause it rests on, who decided, how it was communicated, and the attachments.
Should a manager keep the log or the owner?
Whoever decides writes the line; the owner reviews it monthly, and both can read it.
Sources
Rules change and the right answer can depend on the home, the city, the lease and the timing. These are the official pages this guide relies on; check them before signing, charging a fee, sending a notice or making a legal decision.
- Texas Property Code, Chapter 92 — Residential Tenancies ↗
- FTC — Using consumer reports: what landlords need to know ↗
- HUD/DOJ Joint Statement — Reasonable accommodations under the Fair Housing Act (May 17, 2004) ↗
- Texas State Law Library — Retaliation ↗
General information for U.S. landlords, with a Texas focus. This guide is not legal, tax or accounting advice. Consult a qualified professional for your situation. Written by the rentalfreelease.com Editorial Team; last reviewed September 19, 2026.