Any time property damage occurs, through no fault of your own, or there are much needed repairs, you have to document everything correctly. Landlords are required to maintain leased property. They condition must be the same as when they first rented it to you.
Before Moving In
Before signing a lease, conduct a thorough inspection of the property.
Take pictures and videos of the condition of the property before you move in.
Document anything that needs to be repaired or replaced, and provide that list to the landlord (make sure to keep a copy for yourself).
Make sure that the camera you are using has a time stamp function (that way you can prove the date and time you took the pictures/videos of the property.
Already Moved In?
What to do when something needs to be repaired or replaced in the rental property?
Take photos of the things that need to be repaired or replaced.
Contact the landlord in writing. They may tell you that you need to put in an official work order. Send them the pictures.
Put in an official work order (if needed).
When the maintenance crew enters your home, take care to make sure that their shoes, tools, and any machines they are using will not cause any further damage to your property (especially scratching the floors, if they need to repair and replace appliances).
Make sure that the thing is properly repaired or replaced. If there is an issue with the work that maintenance performed take photos.
If the thing is not repaired/replaced properly, immediately contact the landlord, in writing.
Always remember, a lease is a contract.