Defect & maintenance request log

When you need this form

Taking on a building starts with knowing what is already broken. Cracked tiles, a dripping tap, a failed exit light, lifting carpet, a car park bollard knocked over: each gets logged with a location and a photo so the baseline condition is on record. From then on the same log carries new defects raised by inspections, tenants and cleaners through to a work order.

Owners judge managers on upkeep they can see. A live log gives dated evidence of what was found, what was raised and what was fixed, without anyone rebuilding a history from emails. It also protects you at the start of a contract, since a defect photographed on day one cannot later be blamed on your watch.

What good looks like

• Defect located precisely: level, room, asset number or grid reference.
• Photo taken as found, before any temporary repair.
• Priority set against safety risk, not just convenience.
• Raised as a maintenance request with a reference the owner can track.
• Completion evidence and date closing the entry.