What to record for each maintenance issue
- Issue description: identify the reported problem, location, and relevant details without assuming a cause.
- Date reported: record when the issue was received or first documented.
- Priority: apply your organization's consistent triage terms and follow required local procedures for urgent concerns.
- Action taken: note steps such as acknowledgement, assessment, appointment, parts ordered, or work completed.
- Responsible person: identify who is coordinating or carrying out the next action.
- Completion date: enter the date work was completed or verified; leave it blank while the issue is still open.
Download the free maintenance log template
Download the maintenance log CSV
Open the in-app maintenance log
The CSV is a blank, editable template that opens in common spreadsheet applications. Add a separate row for each issue and keep the original file with your property records.
Maintenance log vs. inspection report
A maintenance log follows a reported issue through acknowledgement, assignment, actions, and completion. An inspection report records what was observed during a dated visit, often room by room, and may include condition notes and photos. One repair may appear in several maintenance-log entries over time, while an inspection report captures the wider condition observed at that particular visit.
Use the inspection report template for visit observations, or the routine inspection checklist to review visible maintenance and follow up on earlier reports.