The Rental Property Maintenance Register is a ready-to-use Excel template designed to facilitate the management of maintenance records across multiple rental properties. It enables the effortless recording of individual maintenance entries for a complete year.
Furthermore, the template generates comprehensive reports categorized by property, tenant, Annual Maintenance Contract (AMC), and others.
Real estate brokers and agencies frequently oversee numerous properties, each requiring various repair works, such as plumbing, electrical, HVAC, and others.
Efficiently managing and maintaining records aids in streamlining operations, saving time, and ensuring that necessary information is readily available when required.
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Rental Property Maintenance Register Excel Template
To simplify this process, we have developed a user-friendly Rental Property Maintenance Register Template with predefined formulas and formatting.
Users need only enter a few details and select the remaining information from dropdown menus. Property-wise, tenant-wise, month-wise, and AMC-wise reports can be generated conveniently 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.
Contents of Rental Property Maintenance Register Excel Template
This template consists of 5 sheets: Property and Maintenance List, Service Provider Sheet, Tenant Sheet, Maintenance Complaint Register, and Maintenance Expense Register.
Property and Maintenance List
The property list includes the Property Number and Property Type. The property type can be an open plot, apartment, bungalow, shed, factory, godown, or others.
The maintenance list consists of a serial number and maintenance type, such as plumbing, electrical, masonry, RO filter, gardening, and more.
These details are used to create the dropdown lists in other sheets.
Service Provider List
To undertake repair works, agents or brokers must maintain a list of service providers along with their contact details. In this sheet, enter the following information:
Serial Number
Service Category
Company Name
Service Provider Address
Contact Person
Contact Numbers
Email
Remarks
When a tenant raises a complaint, this sheet can be referenced to assign the work to the appropriate service provider.
Tenant Details Sheet
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 identification in which the tenant resides.
Name: Insert the name of the tenant.
Address: Permanent Address of the tenant apart from the rented property. This may be in another city or location.
Mobile No: Enter the tenant’s contact telephone number(s).
Email: Record the tenant’s email address for correspondence.
Rental Contract: Enter the start date and end date of the rental agreement.
Rent Amount: This cell will auto-populate using the VLOOKUP function. Once the property number or identification is entered, it will retrieve the corresponding rent amount from the respective sheet.
Security Deposit: Insert the amount of the security deposit collected from the tenant. This deposit serves as a safeguard against potential damages or unpaid utility bills when the tenant vacates the property.
Initial Late Fee: To discourage delays in rent payments, the landlord may charge an initial late fee. This is the amount specified for the initial late fee.
Late Fee/Day: If the tenant fails to pay the rent even after the initial late fee, an additional late fee per day may be applicable. This cell records the daily late fee amount.
Partial Payment: If partial payment of rent is permissible for the tenant at the said property, select “Yes” from the dropdown list; otherwise, select “No.”
Pets Allowed: Some properties may have restrictions on keeping pets. If the tenant is allowed to have a pet at the property, select “Yes” from the dropdown; otherwise, select “No.”
Additional Information: If there is any additional information pertinent to the tenant that needs to be recorded, it can be inserted in this cell.
Rental Property Maintenance Complaint Register
Maintenance Complaint Register consists of the following columns:
Date: Enter the current date.
Property No: Insert the Property Number.
Tenant Name: This field is auto-populated, retrieving details from the tenant sheet.
Rental Contract Start Date and End Date: These fields are also auto-populated, fetching details from the tenant sheet.
Complaint Date: Enter the date on which the maintenance complaint was raised by the tenant.
Type of Work: Select the type of maintenance work required from the dropdown list.
Priority: Select the priority level of the maintenance request from the dropdown list, such as High, Medium, or Low.
Details of Complaint: Enter a detailed description of the maintenance issue or work to be performed.
Service Provider: Select the name of the service provider from the dropdown list to assign the maintenance task.
Work Started On: Enter the date on which the service provider initiated the maintenance work.
Work Completed On: Enter the date on which the service provider completed the maintenance work.
Expense Amount: Insert the total expense amount incurred for the maintenance work.
Remarks: Enter any additional remarks or observations pertinent to the maintenance request or work performed.
Hence, as and when a tenant raises a maintenance complaint about repairs, you can use this register to file a complaint.
Rental Property Maintenance Expense Register
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, facilitating month-wise expense tracking.
Date: Insert the date on which the payment for maintenance was made.
Details of Maintenance: Enter a detailed description of the maintenance work performed.
Amount: Enter the amount paid to the service provider for the maintenance work.
This sheet incorporates a filter function in the table headings, enabling the generation of reports categorized by month, property, and service type. This feature promotes efficient expense tracking and analysis, contributing to effective property management practices.
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