A property maintenance log is a running record of every repair and maintenance job across your rental properties. This free Excel template gives you one row per job: what was reported, when, how urgent it is, who is fixing it, the cost and whether it is done. The band at the top shows total jobs, open jobs and total spend.
What does the log record?
- Property address, Date reported and Issue
- Category: Plumbing, Electrical, Heating, Gas safety, Roofing, Damp and mould, Structural, Decoration, Windows and doors, Garden or Other
- Priority: Emergency, High, Medium or Low, with Emergency shown in red
- Contractor, Date scheduled and Date completed
- Cost £ and Receipt ref
- Status: Reported, Scheduled, In progress, Completed or Closed - no fault found
All dates are real dates in dd/mm/yyyy, so you can sort the log by when a problem was reported or fixed.
Why keep a maintenance log?
A dated log shows when a tenant reported a problem and how quickly you dealt with it, which matters for issues such as damp, mould and gas safety. It also ties each cost to a receipt, so your expenses are easy to back up if HMRC asks.
Using the log for your tax records
The Cost £ column and Receipt ref give you the evidence behind your property repair expenses. If your qualifying income from property and self-employment is over the MTD threshold, those expenses go into your quarterly updates under Making Tax Digital for Income Tax. The MTD guide for landlords explains what changes.
