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-01
Rental Property Maintenance Log
A free printable landlord maintenance log — issues reported, action taken, contractor, completion date and cost, per property.
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
Show what was reported, when, and how quickly it was dealt with — which is what disputes actually turn on.
Who it is for
Landlords and letting agents managing one property or several.
How to use it
- Print one sheet per property per year.
- Log the date reported and the date completed — the gap is the important number.
- Record who reported it and how.
- Keep contractor invoices with the sheet.
What is on the sheet
One page, top to bottom:
Printed under the title: A per-property record of repairs, reported issues and response times. Landlords are judged on how quickly they responded, and this is where you prove it.
Local law decides what else you need. Landlord duties, required safety certificates and record-keeping periods differ by country and often by city. This is a general maintenance log — check what your jurisdiction requires and keep the statutory certificates alongside it.
Write-on lines: Property address · Year · Tenant · Tenancy start · Managing agent
Table, 13 rows: Reported · Reported by · Issue · Action taken · Contractor · Completed · Cost
Questions
How long should I keep these records?
Retention periods for landlord records differ by jurisdiction and by document type, and safety certificates usually have their own rules. Check what applies where your property is, and keep statutory certificates separately.
Read next
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Also in the resources library
The same subject, with a version you can fill in on screen.
Landlord Maintenance Log
Every repair reported, dated, with who reported it.
RL-65 Log PDF Excel Online
Maintenance Request and Response Log
Every request as it came in — by phone, message, email or in person.
RL-468 Log PDF Excel Online
