Free template
This landlord maintenance log template tracks every repair from report to completion — property, tenant, contractor, cost, and dates — in one spreadsheet you can open in Excel, Google Sheets, or Numbers. No signup required to download it.
Opens in Excel, Google Sheets, or Numbers · 11 columns · free, no signup
Download the template| Date Reported | Property / Unit | Tenant | Issue Description | Priority | Contractor Assigned | Date Contacted | Scheduled Date | Completed Date | Cost | Notes |
|---|---|---|---|---|---|---|---|---|---|---|
| — | — | — | — | — | — | — | — | — | — | — |
A log like this is great for the record — it's not great at the actual coordination. The moment a repair needs a tenant's availability matched against a contractor's, most landlords are back to copy-pasting time windows between two text threads. That's the specific gap Doot fills: it runs that back-and-forth for you and still gives you the same kind of timeline this spreadsheet does, automatically.
Keep the log. Let Doot handle the phone tag that fills it in.
Try Doot FreeWhy should a landlord keep a maintenance log?
A written maintenance log is your best evidence that repairs were handled promptly if a tenant ever disputes a habitability issue or withholds rent, and it's the fastest way to see patterns — a unit with repeat plumbing calls, a contractor who's always slow — across a portfolio.
What should a landlord maintenance log include?
At minimum: the date reported, which property/unit, a description of the issue, who was assigned to fix it, when it was scheduled, when it was completed, and what it cost. Priority level (emergency vs. routine) is worth adding too, since that's often the detail a dispute turns on.
Is a spreadsheet enough, or do I need software?
A spreadsheet is genuinely enough for record-keeping — it's the coordination (chasing tenant availability, calling contractors, matching schedules) that a spreadsheet can't help with. Most landlords who start with a log like this eventually automate the coordination piece and keep the log as the paper trail.