How to Handle Tenant Maintenance Requests (and Keep a Repair Log)
Texts at 10 p.m., a voicemail you forgot to return, a sticky note on your fridge. When maintenance requests come in from everywhere, things slip through the cracks. A simple request form and a repair log give every issue a clear start, a clear finish, and a paper trail.
Free printable for this guide: Maintenance Request Form + Repair Log
Why a written request system helps
- Nothing gets lost. Every request is written down with a date.
- You get the details you need. "The sink is broken" becomes "kitchen sink drains slowly, started Tuesday."
- You can prioritize. It's easier to separate emergencies from things that can wait a few days.
- You have a record. If there's ever a question about when you learned of a problem and when you fixed it, the dates are on paper.
Rules about how quickly landlords must make certain repairs, and what counts as an emergency, vary by state and city. Check your local rules.
What a good request form asks for
- Tenant name, unit and best contact number.
- Date of the request.
- Where the problem is (room and specific item).
- What's happening and when it started.
- How urgent it seems to the tenant.
- Permission to enter, and the best times. Entry and notice rules vary by state and city, so check your local rules.
- Pets in the unit that a repair person should know about.
Paper forms work, and so do emailed or texted versions of the same questions. What matters is that the answers end up in one place.
Sort requests by urgency
A simple three-level system works for most landlords:
- Emergency (same day): No heat in freezing weather, major water leaks, gas smell, sewage backup, no working toilet, broken exterior door lock, electrical hazards. Tell tenants to call you right away for these, not fill out a form. For a gas smell, they should leave and follow the gas utility's emergency instructions.
- Urgent (within a few days): A broken appliance, a slow drain, a minor leak.
- Routine (scheduled): Squeaky doors, cosmetic fixes, small upgrades.
Give tenants a short written list of what counts as an emergency and how to reach you. It cuts down on confusion for everyone.
What to record in your repair log
For each request, log:
- Date reported and how it came in.
- Description of the problem.
- Date you responded to the tenant.
- Who did the work (you or a contractor, with contact info).
- Date completed.
- Cost, with the receipt or invoice saved.
- Notes, like "replaced wax ring" or "part on order."
The log pays off at tax time
Repair costs are generally deductible rental expenses, according to the IRS, while improvements usually must be capitalized and depreciated. The IRS advises landlords to separate repair and improvement costs and keep accurate records. A repair log that notes exactly what was done makes that sorting much easier for you or your tax preparer.
If you pay a contractor, you may also have IRS information-reporting duties (such as Form 1099-NEC) depending on how much you pay them. The thresholds were recently changed, so check current IRS guidance or ask your tax preparer.
Close the loop with your tenant
When a repair is done, let the tenant know and ask them to confirm everything works. A quick "Is the sink draining OK now?" catches incomplete fixes early and shows tenants you care. Then mark the log entry complete.
Get the free form and log: Our Maintenance Request Form + Repair Log includes a request form for tenants and a log to track every repair, cost and completion date. Download it free here.
Prevent repairs before they start with our Seasonal Maintenance Checklist, and record what you spend in the Rental Expense Tracker.
FAQ
Should tenants submit requests in writing?
Written requests create a clear record for both of you. Many landlords accept forms, emails or texts for routine issues and ask tenants to call for emergencies.
How fast do I have to make repairs?
It depends on the type of repair and your state and city rules. Check your local rules.
How long should I keep repair records?
Keep receipts at least as long as the IRS says to keep records that support your deductions, which is generally 3 years after filing. Keep records for improvements longer.
The LandlordPrintables team
This article is general information, not legal or tax advice. Laws vary by state and city, so check your local rules.
Sources: IRS, Publication 527, Residential Rental Property; IRS, How long should I keep records?