Different evidence supports different circumstances
A log records the resident’s observations; an inspection record documents the condition found by a specialist; a measurement report gives results under the stated conditions. These documents complement each other but are not interchangeable. A photograph of someone smoking does not by itself prove the air composition inside another apartment.
Keep the conditions of each incident
Record the time, room, window and ventilation conditions, duration and accompanying events. Changes after a complaint are also worth recording. If the exact time is unknown, do not give a recollection artificial precision.
- Link complaints and responses to specific incidents.
- Distinguish a suspected source from an established one.
- Keep the original files of relevant recordings.
- Do not disclose personal information unnecessary for considering the situation.
The inspection method depends on how often the problem occurs and the building’s design. When preparing a request, explain what needs checking rather than demand confirmation of a chosen hypothesis in advance.
On this subject: Smoke smell in the apartment: keeping an incident log.