Property Details

• Property address: [Address]
• Tenant name(s): [Names]
• Tenancy start date: [Date]

Log Entry Format

Complete one entry per maintenance request. Update the entry as the repair progresses through to completion.

Request Reference

• Ref number: [MR-001, MR-002, etc.]
• Date reported: [Date]
• Reported by: [Tenant / Agent / Inspection]
• Method of report: [Email / Phone / Text / In person]
• Description of issue: [Full description of the problem reported]
• Location in property: [Room / area]
• Priority: [Emergency / Urgent / Routine]

Priority Definitions

• Emergency: Immediate risk to health, safety or security — respond within 24 hours. Examples: gas leak, total loss of heating in winter, burst pipe, broken external door lock.
• Urgent: Significant impact on habitability — respond within 3–5 working days. Examples: partial loss of heating, boiler fault, blocked drain.
• Routine: Minor repairs, cosmetic issues — respond within 28 days. Examples: dripping tap, broken light fitting, minor plaster damage.

Landlord Response

• Date acknowledged to tenant: [Date]
• Acknowledgement method: [Email / Phone / Text]
• Initial assessment: [Landlord responsibility / Tenant responsibility / Investigate further]
• Contractor instructed: [Yes / No]
• Contractor name: [Name]
• Date contractor instructed: [Date]
• Estimated completion date: [Date]

Access Arrangements

• Access notice given to tenant: [Date — minimum 24 hours notice required]
• Agreed access date and time: [Date and time]
• Tenant confirmed access: [Yes / No]

Completion

• Date repair completed: [Date]
• Work carried out: [Description of work done]
• Contractor invoice reference: [Reference]
• Cost: £[Amount]
• Tenant notified of completion: [Yes / Date]
• Tenant confirmed satisfactory: [Yes / No / Not confirmed]
• Follow-up required: [Yes / No — if yes, details]
• Status: [Complete / Pending / Awaiting parts / Awaiting access]

Sample Entry

• Ref: MR-001
• Date reported: [Date]
• Issue: Boiler not producing hot water — tenant reports no hot water since yesterday morning
• Priority: Urgent
• Acknowledged: [Date] by email
• Contractor: [Plumber name] instructed [date]
• Access agreed: [Date and time]
• Completed: [Date] — faulty diverter valve replaced
• Cost: £[Amount] — invoice ref [reference]
• Status: Complete