How to Log Property Maintenance Requests in a Spreadsheet

Text threads with “still waiting on the plumber” are how landlords lose good tenants. A free maintenance request log spreadsheet tracks requests, unit, issue, priority, status, vendor, and cost from open to resolved.

Pipeline statuses you actually use

1. Reported — date and tenant description
2. Scheduled — vendor and appointment
3. In progress
4. Resolved — completion date
5. Cost — invoice amount for owner reporting

Filter open and high priority daily — a leaking water heater row should never sit under “reported” for a week without a note.

Cost column ties to portfolio economics

Sum maintenance cost by unit monthly — compare to rent on the rent roll. Chronic high maintenance units inform renewal pricing or sale decisions.

Document for deposit disputes

Link move-out damage tickets to unit and photos in notes — supports deposit deductions tracked on the tenant tracker without a separate dispute file.

When maintenance ticket software wins

Tenant portals, vendor dispatch, and SLA tracking justify tools at larger portfolios. Small landlords often resolve faster with a shared log and proactive tenant updates than with an unused portal.

These templates are maintenance tracking tools, not warranty or habitability compliance systems. Follow local repair timelines and housing codes.