Rental property and landlord · RL-65 · Log

Landlord Maintenance Log

Free landlord maintenance log — every repair reported, who fixed it, what it cost and how many days it took, with totals. Excel, PDF and browser versions.

Download Free · no sign-up

2 pages. The A4 and US Letter files are laid out identically, so neither is shrunk to fit.

Print it and write on it

A4 57 kB US Letter 57 kB

Fillable PDF type and save

A4 259 kB US Letter 259 kB

Spreadsheet formulas included

Excel (.xlsx) 10 kB Fill in online

The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.

Fill it in online

The same sheet, on screen. Totals and figures are worked out as you type, rows can be added or removed, and you can print it or download the completed version as a PDF. Everything stays in your browser — your entries are kept in this browser's own storage on this device, nothing is uploaded, and there is no account.

Who this is for

A repairs record that times itself. Each job takes the date it was reported, what was wrong, who did the work, what it cost and the date it was finished — and the days between report and completion are worked out, so slow jobs stand out.

Landlords and agents managing repairs for one or several properties, and anyone who has been asked how quickly a problem was dealt with and wants the answer on paper.

What this helps you track

Every repair reported, dated, with who reported it
Which contractor did the work and what it cost, totalled for the period
Days from report to completion for each job, and the average
Jobs still open, because the completed date is blank

How to use it

Write the property and the period at the top — or leave the property blank and use the column for several.
Log each problem on the day it is reported, with who reported it and what was wrong.
Add the contractor and the cost when the work is arranged, and the completed date when it is done.
The browser and spreadsheet versions work out the days each job took and total the costs; on paper, count the days at the end.
Review the open lines — those without a completed date — every week.

Formats

Printable PDF (A4 and US Letter)
Fillable PDF with form fields
Fill in online, saved in your browser
Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Why record who reported it?

Because a repair reported by the tenant and one found on inspection are different records. If there is ever a dispute over when a landlord knew about a problem, the date and the reporter on this log are the answer.

Does it replace the tenant's maintenance request?

No. A tenant's request is the report; this is the landlord's record of what was done about it. The existing maintenance request log on this site is the tenant-side companion.

How fast do repairs have to be done?

What counts as a reasonable time depends on the problem and on the rules where the property is. The log gives you the actual days for every job; what is acceptable is not something the sheet decides.

Can I use it for several properties?

Yes — leave the property field blank and write the property against each line in the issue column, or keep one sheet per property in the browser version.