Introduction
Accurate maintenance records protect your property, support legal compliance, and provide transparency for tenants. A well-organized maintenance log helps landlords track repairs, schedule preventive care, and document all work performed. Use this free, customizable template and best practice tips to streamline your recordkeeping.
Why Keep a Maintenance Log?
- Documents repairs for legal protection and security deposit claims
- Tracks recurring issues and helps plan preventive maintenance
- Demonstrates professionalism and transparency to tenants
- Supports compliance with state and local property codes
Customizable Maintenance Log Template
For each maintenance request or repair, record the following details:
- Date: [Enter date of request or repair]
- Unit/Property: [Enter property address or unit number]
- Issue/Request: [Brief description of the problem]
- Action Taken: [Describe the repair or service performed]
- Vendor/Person Responsible: [Name of contractor, staff, or yourself]
- Status: [Pending, In Progress, Completed]
- Notes: [Any additional comments, tenant notifications, receipts, etc.]
Example Entry:
- Date: 2025-01-15
- Unit/Property: 123 Main St, Apt 2B
- Issue/Request: Leaky faucet in kitchen
- Action Taken: Replaced washer
- Vendor/Person Responsible: ABC Plumbing
- Status: Completed
- Notes: Tenant notified, invoice filed
Bonus: Maintenance Recordkeeping Best Practices
- Log every request: Record all maintenance issues, even small or routine ones, to build a complete history.
- Include supporting documents: Attach photos, receipts, and communication records for each entry.
- Update status promptly: Mark requests as completed, pending, or in progress to track open items.
- Store records securely: Keep logs in a safe, organized location—digitally or in print—for easy access.
- Share summaries with tenants: Provide updates or summaries to tenants when repairs are finished to build trust and transparency.
- Retain records for the required period: Follow state laws on how long to keep maintenance and repair documentation.
Quick Reference Cheat Sheet: Maintenance Log Essentials
- Date – When the request or repair happened
- Unit/Property – Where the issue occurred
- Issue/Request – What the problem was
- Action Taken – How it was resolved
- Vendor/Person Responsible – Who did the work
- Status – Pending, In Progress, or Completed
- Notes – Extra info, receipts, or follow-up
Call to Action: Let AAOL Help You Stay Organized
A clear maintenance log protects your investment and keeps tenants happy. The American Association of Landlords (AAOL) provides members with:
- Customizable maintenance log and checklist templates
- Legal guides for recordkeeping and compliance
- Community support from experienced landlords
Stay organized and avoid disputes. Join AAOL today at aaol.org for expert resources, legal updates, and landlord tools you can trust.
This article is for informational purposes and does not constitute legal advice. Always consult a qualified attorney in your jurisdiction before changing your recordkeeping procedures.
