What is the purpose of a Maintenance Log?
Proper documentation and accurate record-keeping are essential daily tasks in property management. One area in which this is of vital importance is in maintenance.
Appropriate documentation of incoming and completed maintenance requests provides Cambridge with the following:
- Assurance that no request is missed or left incomplete
- Compliance with Fair Housing
- Data on the frequency, type and volume of requests
- An excellent tool for follow-up customer service with residents
A formal process such as this protects Cambridge and our clients from certain legal liabilities and exposure, minimizes room for error and consistently tracks activity at each site.
How to make a Maintenance Log
- Labels are provided for your convenience. The labels are affixed to the upper inside of the front cover and they indicate how each page is to be filled out. You may make labels of your own in the same format for each page if you wish.
- Log each incoming maintenance request by filling in the information in each column. Include common area and exterior maintenance issues as well as resident requests. Essentially any maintenance work is logged in this spiral.
- Be sure to note the date completed and initials of the person completing the request—train maintenance staff on using this log book, too.
As a thoughtful and effective means of resident retention, make sure to follow-up within three days of completion to confirm the job was completed to the resident’s satisfaction.
- Keep the notebook in a place accessible to all staff—preferably next to the maintenance requests.
- DO NOT remove any pages. This is a document that can be used for court issues, If necessary. Use only pen, not pencil, to write in the notebook.
When the notebook is close to full, purchase another RED SPIRAL NOTEBOOK. When the log book is full, send the completed notebook to the Employee Resource Center, Cambridge will request all outstanding notebooks for each year at year-end and sites will mail these to Cambridge for permanent filing. (This may mean that only partially used notebooks are mailed in.)