Maintenance log, request form and key register: every problem logged, every key accounted for.
A request form for tenants, clients and staff, a dated maintenance log, and a key register with sign-out and sign-in, as PDF, editable Word and an Excel workbook with due dates and overdue flags. Free, no email required.
How do you track property maintenance requests?
One form for reporting (what, where, since when, photos, access, urgent or routine), one log with a line per request (date, priority, who, done, cost, reporter told), and a weekly review of the open lines. Give every request a number and a due date from its priority, and tell the person who reported it when it is done; most complaints about maintenance are about silence, not speed. Keys get the same treatment: an ID tag that is never an address, a register of what you hold and where, and a sign-out line every time one leaves the safe. Access details are personal information under the Privacy Act 2020. Across 12,570 publicly posted NZ cleaning, garden and pest control reviews, responsiveness is praised in 21 to 36% of positive reviews, and slow communication is a top complaint theme in negative cleaning reviews (about 7%).
The job this document is doing.
- —A tenant reports a leak by text to a staff member who is on leave
- —The same tap has been ‘fixed’ three times and nobody has noticed it is the tap
- —A key goes home in a pocket and the client is told a week later
- —Alarm codes are written on the key tag
Open it and use it today.
- 01Request form: reporter and access, the problem and photos, urgent versus routine triage, office use (priority, assigned, quote, approval, scheduled), completion and reporter-told
- 02Maintenance log: 14 lines per page with the quarterly review prompt
- 03Key register: keys held (ID, type, storage, code held separately, client approval) and a sign-out and sign-in table, with the rules box
- 04Excel: log with automatic request numbers and due dates (red when overdue), key register with due-back flags, key movements sheet
- 05Editable Word version of the three pages
Free to use and adapt for your own business. Not legal advice: check contract terms against your own terms of trade and, where it matters, with a lawyer.
The law behind it. Privacy Act 2020 (access details and contact information as personal information). Checked on legislation.govt.nz on 9 October 2026.
Why this document, and not another one.
| Category | Responsiveness praised | Problem solving praised | Slow communication, negative reviews |
|---|---|---|---|
| Cleaning services | 32.4% | 25.1% | About 7% |
| Garden and outdoor | 21.1% | 34.6% | |
| Pest control | 36.3% | 38.6% |
Share of positive reviews (80 or more out of 100) mentioning each trait, from 12,570 publicly posted reviews of 186 NZ cleaning, garden and outdoor, and pest control businesses, collected August 2026. Negative reviews score under 50 on any dimension; the cleaning negative sample is small (55 reviews), so its figures are rounded and reported as rank order. Full corpus, method and thresholds: the property maintenance methodology page. Full findings: the property maintenance research study.
Use it alongside
Property maintenance schedule template (Excel)
Pre-filled with the lawn, garden, exterior, pest, interior, safety and water tasks a property needs through the year.
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