Free Private Landlord Repair & Maintenance Log Pack (England)
A practical ZIP pack for recording repairs from the first report through access, contractor work, updates, completion evidence and reasoned closure.
Important: this is a record-keeping aid, not legal advice
The pack provides general administrative templates. It is not legal or data-protection advice, an emergency reporting service, a professional inspection, a safety certificate or proof of compliance. It does not decide what work is required, set a legal completion deadline, verify evidence or workmanship, or prove that a repair was timely, adequate, lawful or competent. Check current GOV.UK repair guidance and obtain appropriate professional advice where needed.
Get the free repair and maintenance log pack
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The ZIP contains four PDF files totalling 9 printable pages, two editable Word documents and one Excel workbook. The download email is transactional; the separate consent below covers practical landlord advice, resources and occasional product updates.
Preview of the three-page Single Repair Case Record included in the pack.
What this helps you do
- Log one repair per row across your properties and give each issue a consistent Repair ID.
- Preserve the original report date, issue summary and evidence reference instead of starting the record only when a contractor is booked.
- Keep tenant reports, landlord observations, competent-person diagnoses and completed work visibly separate.
- Record acknowledgements, access arrangements, contractor instructions, meaningful updates and failed or refused access.
- Link photographs, invoices, job sheets, test results and other completion evidence to the relevant repair.
- Use monitoring and a clear reason for closure so repeat issues are less likely to be treated as unrelated one-off jobs.
How to use the pack
- Read the one-page guide and fictional bathroom-leak example before using the pack for a live repair.
- Delete the amber example row from the Excel workbook, then add one row as soon as each issue is reported.
- Give the issue a unique Repair ID and use the same ID for messages, access notes and evidence references.
- Use the detailed case record for evidence-heavy jobs and update it as access, attendance and follow-up happen.
- Give tenants the editable or printable request form when a structured report would help, without treating it as an emergency channel.
- Store completed files and supporting evidence securely, restrict access and review how long tenant information needs to be kept.
What's included
Master Repair Log — Excel
A three-sheet workbook with a read-me guide, a portfolio-wide repair log and a linked communication and access log. It includes filters, real date fields and dropdowns for category, priority and status.
Single Repair Case Record — PDF and Word (3 pages)
A detailed record for one repair, covering identification, original report, impact, access, contractor work, communications, completion evidence, closure and sign-off.
Tenant Repair Request Form — PDF and Word (2 pages)
An editable or printable tenant-facing form, with safe emergency wording, access preferences and a short version to copy into an email or message.
Read-me guide and worked example — two PDFs (4 pages)
A one-page setup guide plus a completed fictional bathroom-leak case showing how the log and detailed record connect from first report to monitoring.
Keep repair and tenant records secure
Completed files may contain tenant contact details, access information, photographs or other personal information. Keep them securely with the relevant tenancy and repair records, record only what is needed, restrict access and use a retention period you can justify.
FAQ
Is this pack legal advice?
No. It is a practical record-keeping aid only. It cannot assess a repair, tell you what the law requires in a particular case, replace a competent inspection or substitute for advice from a suitably qualified professional.
Who is this pack for?
It is designed for private landlords and small managing teams in England who want a consistent administrative record for repairs during an active tenancy. It is not a maintenance-ticketing, emergency-response or contractor-dispatch system.
Which file formats are included?
The single ZIP contains four PDF files totalling 9 pages, two editable Word documents and one Excel workbook with three worksheets.
Does the pack set repair priorities or legal completion deadlines?
No. Emergency, Urgent and Routine are operational labels only. The pack does not decide a legal deadline or whether action was reasonable. Assess the facts, act on safety concerns promptly and check current guidance or professional advice.
Should a tenant use the request form in an emergency?
No. The form tells tenants not to wait for it where there is a risk to safety. They should contact the landlord or agent straight away and contact the relevant emergency service or utility where needed, without putting themselves at risk to gather evidence.
Does a completed record prove that a repair was handled lawfully or competently?
No. It is management evidence of what was reported, recorded, arranged and reviewed. It does not verify evidence or workmanship, prove access or receipt, establish legal compliance, or guarantee an outcome.
Can I manage repair case files in CertNudge?
No. Keep repair case files and tenant personal information securely with the relevant tenancy and repair records. CertNudge is positioned around appropriate property compliance records, not repair-ticket or general tenancy-record management.
Keep the supporting property compliance evidence inspection-ready
Repairs can produce contractor certificates, test results and other supporting compliance evidence. CertNudge helps landlords organise appropriate property compliance records by property and keep renewal dates visible.
Try CertNudge freeGeneral information and practical record-keeping templates, not legal or data-protection advice. The pack is not an emergency service, professional inspection or safety certificate and does not set a legal completion deadline, verify evidence or workmanship, prove compliance, or guarantee an outcome. Check current GOV.UK guidance and obtain appropriate professional advice where needed.