Maintenance Request and Response Log

Who this is for

The reporting side of repairs, kept apart from the repair itself. Each line records who reported what and how, when you acknowledged it, when somebody attended, and the days between reporting and attendance.

Landlords and agents who need to show they responded and when, and anyone managing several properties where a phone call is easily forgotten by the following week.

What this helps you track

• Every request as it came in — by phone, message, email or in person
• Who reported it and what they actually said was wrong
• The date you acknowledged the report and the date somebody attended
• How many days passed between the report and the visit
• Which requests are still open and which have been closed off

How to use it

1. Write the property, the tenant and the period this sheet covers at the top.
2. Log every request as it arrives, even a passing mention: the date, who reported it, how it reached you and what they described.
3. Fill in the acknowledged date as soon as you reply, so the gap between reporting and replying is on the record.
4. Write the attended date when somebody actually goes; the days column is worked out in the browser and the workbook, and counted by hand on paper.
5. Tick closed only when the tenant has confirmed the matter is finished, and put the cost and the contractor on the maintenance log rather than here.
6. Keep the finished sheets. A run of them is the evidence of how requests were handled.

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

How quickly does a repair have to be dealt with?

The sheet sets no time and counts no target. What counts as a reasonable response is set by the rules where the property is and by your agreement; the log records what actually happened so the question can be answered with dates.

How is this different from the maintenance log?

The maintenance log is about the work — contractor, cost, days taken. This one is about the request: who said what, when, and how fast it was picked up. Many landlords keep both, and a line here often becomes a line there.

What if a request comes in by text or an app?

Use the how column to record the route, and write the substance in the issue column in your own words. The point is that the report exists on paper even when the original message is deleted.

Should I log something the tenant mentioned but did not want fixed?

Yes, with a note saying so. A line saying it was raised and not pursued is more useful later than no line at all.