Landlord and rental property

Property Inspection and Maintenance Log Spreadsheet

Inspection findings and maintenance requests tracked from report to resolution, with days open and cost per property.

Download the spreadsheet · 14 kB

.xlsx · 3 tabs · opens in Excel, LibreOffice, Numbers and Google Sheets · no sign-up

What it works out for you

Days a request has been open, or how long it took to close
How many issues are outstanding, and how many are overdue against your own target
Maintenance spend per property
Which property generates the most requests

Who it is for

Landlords, agents and anyone responsible for a building somebody else lives in.

What is inside

3 tabs: Read me, Requests, Inspections. The first is a Read me that explains the file in plain words and says what it deliberately does not contain.

Cells come in two colours. Cream cells are yours to fill in. Grey cells work themselves out — leave them alone unless you want to change the sum, in which case go ahead, nothing is locked.

It opens blank, and that is correct

This is an empty workbook, so every grey cell is empty until there is something to work from. Type into two or three cream cells and the grey ones beside them fill in straight away. If you download it, open it and see nothing but headings, nothing has gone wrong — the sheet simply has no figures yet.

One thing worth knowing: a file preview — in Google Drive, in a phone’s file browser, in Windows Explorer — often shows calculated cells as blank even after you have filled the sheet in, because a preview does not run formulas. Open the file properly in Excel, Numbers, LibreOffice or Google Sheets and the figures appear.

Amounts and figures

Amounts are plain numbers with no currency symbol, so the same file suits any country. Format the column as your own currency if you would rather see one. There are no rates, intervals or targets of ours anywhere in the file — every figure of that kind is a cell waiting for the one that applies to you.

The printable versions

The same job on paper, for a folder or a clipboard. Free PDFs, A4 and US Letter.

Maintenance Request Log

Record the date something was reported as well as the date it was fixed, which is the pair of dates that actually matters.

RP-13 1 page

Move-In Condition Report

Establish what the property was like on day one, in a document both sides signed, so the end of the tenancy is not an argument from memory.

RP-10 1 page

Landlord Periodic Inspection Report

Record a mid-tenancy inspection properly, separating what you need to repair from what the tenant needs to address, with the notice you gave written at the top.

RP-04 2 pages

Questions

Is it really free?

Yes. No sign-up, no email address, no trial. Download it, use it, change it, keep it. The site is paid for by advertising elsewhere on it, not by this file.

Will it work in Google Sheets?

Yes. Google Drive → New → File upload → pick the file, then open it with Google Sheets. Every formula is deliberately a plain one, so nothing breaks in the move.

Does it work in Excel, LibreOffice or Numbers?

Yes. It is an ordinary .xlsx file with no macros and no add-ins. Anything that opens spreadsheets will open it.

Can I change the formulas?

Please do. Nothing is locked or password protected, and the formulas are ordinary ones you can read. If your situation needs a different sum, change the sum.

Are there any figures built into it?

No rates, intervals, targets or thresholds of ours. Where a figure like that is needed there is a cell for you to enter your own, taken from your handbook, lender, insurer or tax authority. We do not know your circumstances and will not guess at them.