Rental Property Maintenance Register is a ready-to-use excel template that helps manage the maintenance records of multiple rental properties.
Additionally, you can record individual entries of maintenance with ease for a complete year. Not only that, the template generates multiple reports like property-wise, tenant-wise, AMC-wise, etc.
Usually, real estate brokers and agencies manage multiple properties. Each property requires some or the other repair works. Sometimes it is plumbing, electricals, HVAC, and whatnot.
Smartly managing and keeping records helps them to manage things efficiently. It saves time and things are ready as and when required.
Table of Contents
To simplify the process, we have created a simple and easy Rental Property Maintenance Register Template with predefined formulas and formatting.
All you need to do is just enter a few details and select the rest from the dropdown menu. You can prepare property-wise, tenant-wise, month-wise, and AMC-wise reports by using the filter option.
Click here to download the Rental Property Maintenance Register Excel Template.
Click here to Download All Personal Finance Excel Templates for ₹299.In addition to the above, you can download other property management templates like Rental Property Management Template, Rent Receipt Template, Asset Inventory Tracker, Apartment Maintenance Accounts and much more.
Let us understand the contents of the template and how to use it.
This template consists of 5 sheets: Property and Maintenance List, Service Provider Sheet, Tenant Sheet, Maintenance Complaint Register, and Maintenance Expense Register.
The property list consists of Property Number and Property type. Type can be Open plot, Apartment, Bungalow, Shade, Factory, Godown, etc.
The maintenance list consists of Serial number and Maintenance type. The maintenance type can be Plumbing, Electrical, Mason, RO Filter, Gardening, etc.
These details are used to create the dropdown lists in other sheets.
To do the repair works an agent or broker has to keep a list of service providers along with their contact details. In this sheet, enter the following details:
Serial Number
Service Category
Company Name
Service Provider Address
Contact Person
Contact Numbers
Email
Remarks
Whenever a tenant raises a complaint, you can refer this sheet in to assign the work to the service provider.
There are 2 sections in this sheet. The first section is for searching individual tenant details and the second one is for recording details of all tenant currently living at the respective property.
The tenant details include:
Tenant At Property No: Insert the property number or ID in which the tenant lives.
Name: Insert the name of the tenant.
Address: Permanent Address of the tenant apart from the rented property. It can be in another city.
Mobile No: Enter the contact details.
Email: Email address of the tenant.
Rental Contract: Enter the start date and end date.
Rent Amount: This cell will auto-fill using Vlookup. Once you enter the property number or id it will fetch from the respective sheet.
Security Deposit: Insert the amount of security deposit taken from the tenant. Usually, tenants damage while leaving the property or leave behind unpaid utility bills. The security deposit is for this purpose.
Initial Late Fee: To avoid delay of rent payments, the landlord charge a late fee. This is an initial late fee amount.
Late Fee/Day: If the tenant doesn’t pay even after that then a late fee is applicable per day.
Partial Payment: If partial payment is allowed to the tenant for the said property then select “Yes” from the dropdown list otherwise select “No”.
Pets Allowed: Some properties don’t allow pets. Hence if the tenant can keep a pet select “Yes” or else “No” from the dropdown.
Additional Information: If you need to enter any additional information related to the tenant, insert in this cell.
Maintenance Complaint Register consists of the following columns:
Date: Enter the current date.
Property No: Insert Property Number.
Tenant Name: Auto-filled and fetches details from the tenant sheet.
Rental Contract Start Date and End Date: Auto-filled and fetches details from the tenant sheet.
Complaint Date: Enter the date on which the complaint is raised.
Type of Work: Select the type of maintenance work from the dropdown list.
Priority: Select from the dropdown list; High, Medium or Low.
Details of Complaint: Enter the details of the work to be done.
Service Provider: Select the name of the service provider from the dropdown list.
Work Started On: Enter the date on which the service provider starts the work.
Work Completed On: Enter the date on which the service provider completes the work.
Expense Amount: Insert the expense amount.
Remarks: Enter remarks if applicable.
Hence, as and when a tenant raises a maintenance complaint about repairs, you can use this register to file a complaint.
Maintenance Expense Register consists of the following columns:
Property No: Select the property number from the drop-down list.
Month: This section is auto-populated based on the date entered in the preceding column.
Date: Insert date on which the payment is made.
Details of Maintenance: Enter the details of maintenance work.
Amount: Enter the amount paid to the service provider.
This sheet consists of a filter function in the table headings. Thus, you can generate reports month-wise, property-wise and service-wise reports.
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