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
The layout is fixed at a size that fits both A4 and US Letter, so the A4 and Letter files are visually identical and print at full size on either. Rows are set at a height that an adult can actually write a date and a few words into with a pen — most printable tables are built in a word processor and never tested with one.
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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One new sheet, most weeks
We are building this library out steadily. Leave an address and we will send the new sheets as they are finished — nothing else, and no more than one email a week.
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