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
Rental property · RP-02
Rental Property Inspection Record
A free printable periodic inspection record for let property — room by room, with damp, heating, safety items, photo references and signatures.
Download Free · no sign-up
2 pages. 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
Record a property visit properly, with space for photograph references and both signatures, so the visit is evidenced.
Who it is for
Landlords and letting agents carrying out periodic visits.
How to use it
- Give proper notice before the visit and record that you did.
- Go room by room and note condition consistently.
- Reference photograph filenames rather than describing everything.
- Agree actions with the tenant and have both parties sign.
What is on the sheet
2 pages, in this order:
Page 1
Printed under the title: A periodic property visit record — room by room, with space for notes and photograph references, and a place for both signatures.
Write-on lines: Property · Date of visit · Time · Inspected by · Tenant present? · Notice given
Room by room
Table, 12 rows: Room / area · Condition · Damp / mould · Heating & vents · Notes and photo refs
Page 2
Safety items seen
- Smoke alarms present and tested
- Carbon monoxide alarm present and tested
- Escape routes clear
- No visible electrical damage or overloaded sockets
- No unreported water damage or leaks
- Ventilation working in kitchen and bathroom
Ruled lines: Actions agreed and by when
Signature strip: Inspector signature · Tenant signature · Date
Ruled lines: Notes and anything specific to yours
Read next
Related sheets
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
Holiday Let Changeover Checklist
Run the same changeover every time, and catch damage before the next guest arrives and it becomes untraceable.
RP-03 2 pages
Also in the resources library
The same subject, with a version you can fill in on screen.
Property Inspection Checklist
Every area checked on the same day, in the same order, every visit.
RL-63 Checklist PDF Online
