Landlord Maintenance Records: What to Keep
Why response time is the figure that decides most tenancy disputes, how to keep evidence that holds up, and why every requirement here has to be checked locally.
Guide
Property records · PR-05
Contractor and Tradesperson Log
A free printable log of every trade who has worked on a property — contact details, work done, cost, and whether you would use them again.
Download Free · no sign-up
One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
Remember who did what, what it cost, and who was worth calling back — and have a dated record if a dispute ever starts.
Who it is for
Homeowners, landlords and anyone managing renovation or repair work.
How to use it
- Fill in a line while the trade is still on site, or the same day.
- Record the company and a direct contact, not just a first name.
- Note the cost even if it was a quote you did not take.
- Use the last column honestly — it is the most useful one.
What is on the sheet
One page, top to bottom:
Printed under the title: Who came, what they did, what they charged, and whether you would have them back. Useful for the next job and essential if a dispute ever starts.
Write-on lines: Property · Year
Table, 16 rows: Date · Trade · Company & contact · Work done · Cost · Again?
Read next
What Home Service Records Are Worth When You Sell
Why a documented maintenance history changes how buyers and surveyors behave, and which records are actually worth keeping for a sale.
Guide
Related sheets
Home Service History Register
Keep one continuous record of everything that has been serviced, repaired or replaced, so the history of the building exists in one place rather than in a drawer of loose invoices.
PR-02 1 page
Warranty and Receipt Register
Turn a failure into a claim instead of a bill, by knowing what is still covered before you call someone out.
PR-04 1 page
Rental Property Maintenance Log
Show what was reported, when, and how quickly it was dealt with — which is what disputes actually turn on.
RP-01 1 page
Also in the resources library
The same subject, with a version you can fill in on screen.
Block Service Contract Register
Each service contract with the contractor and a contact.
NB-870 Register PDF Excel Online
Communal Repairs Log
Every communal fault reported, with where it was and who fixed it.
NB-860 Log PDF Excel Online
Contractor Quote Inclusions Checklist
Who each quote is from, its date and its quoted total.
RD-794 Checklist PDF Online
Home Maintenance Cost Tracker
Every job done to the house, dated, with who did it.
HP-414 Tracker PDF Excel Online
