What's included
This is a simple Excel template with three core tabs:
- Maintenance Log – Every repair request in one chronological list
- Active Jobs – Filtered view of in-progress work
- Property Summary – Quick overview of maintenance frequency per property
No macros, no complicated formulas. Just a structured way to stop losing track of who said what and when.
How to use the Maintenance Log
This is your single source of truth. One row = one maintenance issue.
Columns explained:
- Job ID – Auto-incrementing number (M-001, M-002, etc.)
- Date Reported – When tenant or you noticed the issue
- Property – Address or nickname (be consistent!)
- Reported By – Tenant name or "Self (inspection)"
- Issue – Short description (e.g., "Boiler losing pressure")
- Category – Heating, Plumbing, Electrical, Appliances, Structural, Other
- Priority – Emergency, Urgent, or Routine
- Status – Reported, Contractor Contacted, Scheduled, In Progress, Completed, Closed
- Contractor – Who's handling it
- Scheduled Date – When work is booked
- Completed Date – When actually finished
- Cost – Final invoice amount
- Notes – Context, follow-ups, tenant feedback
Priority guidance (UK context):
- Emergency: No heating in winter, no hot water, major leak, electrical hazard, broken lock on external door. Aim to respond same-day.
- Urgent: Heating issue in mild weather, minor leak, broken appliance affecting daily life. Respond within 48 hours.
- Routine: Cosmetic issues, non-essential repairs, annual servicing. Schedule within 1-2 weeks.
Always check your tenancy agreement and local authority guidance for specific obligations.
Tips for keeping it useful
1. Update it immediately
When a tenant texts you about a leak, log it before you reply. Takes
30 seconds. If you wait until later, you'll forget half the details.
2. Use consistent property names
Pick one name per property and stick to it. "14 Maple Road", not
sometimes "14 Maple", "Maple Rd", or "the one with the dodgy
boiler".
3. Close jobs properly
When work is done and paid, mark Status = Completed, add the cost,
add completion date. This is how you build your historical data.
4. Review it monthly
Spend 10 minutes at month-end checking for stuck jobs or properties
with recurring issues.
Why track maintenance?
Even if you're only managing a few properties, a maintenance log helps you:
- Spot problem properties (one address with 12 jobs vs another with 2)
- Budget better (if a flat averages £500/year in repairs, factor that into cash flow)
- Identify recurring issues (same boiler breaking 3 times? Time to replace it)
- Prove you responded appropriately if a tenant disputes something
- Save time by not digging through WhatsApp to find out when the boiler was last serviced
Frequently asked questions
Do I need to track every minor issue?
Yes, even small stuff. "Tenant mentioned kitchen tap dripping—fixed
myself, £0" is worth logging. If that tap breaks again in 3 months,
you'll know it's time for a proper replacement.
What if I use a letting agent?
You should still ask for a maintenance log from them, ideally
monthly. This template gives you a format to request. Many agents
only send invoices, not context.
Can I add columns?
Absolutely. Some landlords add: "Warranty?", "Tenant Satisfaction
(1-5)", "Insurance Claim?", "Photos Link". Tailor it to your setup.
Is this legally required?
There's no legal requirement to keep a maintenance log in this exact
format, but you are required to respond to repair requests
appropriately and in reasonable time. A log helps you prove you did.