Client property records: how managers should keep them
Last reviewed 6 October 2026
The short answer
When you manage a property for a client, keep one live record of the property and work in it, rather than a separate copy of your own. The record belongs to the property and its owner. You keep your own client notes apart from it, and when management ends, the property’s history stays with the property.
That gives the owner a record they can rely on and gives you one place to work. It avoids the usual problem of the managing agent’s files and the owner’s files drifting apart.
One property record, two kinds of access
Managing a property is not owning it. The owner remains the owner, and the manager is given access to do the day-to-day work. In MyPropertyRecord’s Client Property Management, both reach the same property record, nothing is copied, and the history belongs to the property.
- The owner keeps ownership. Management does not change who owns the property.
- The manager has operational access: for example recording work, maintenance and documents.
- Ownership-sensitive actions stay with the owner.
What to keep for each client property
Property record
- Rooms, areas and installed equipment, with locations
- Work done, who did it, when, and the invoice or report
- Maintenance schedule and what is coming up or overdue
- Certificates, warranties and manuals, filed against the property
Providers
- Contractors who work on the property, with contact details
- Which provider looks after which equipment
For what to keep and how to organise it, see how to organise property documents and how to create a property maintenance schedule.
Keeping your notes separate
Your own notes about a client, such as contact details and internal comments, are not part of the property’s permanent record. Client contact details and notes are private to the managing organisation, and the owner does not see them. Keep them out of documents you share and out of the property’s history.
Managing several owners
One record per property
Each property keeps its own history, even when one owner has several.
Consistent categories
Use the same document categories and work types across clients so records line up.
Keep clients apart
Each client’s properties and details should be visible only to those who need them.
For looking across properties, see how to track maintenance across multiple properties.
When management ends
Because the record belongs to the property, ending management does not take the history with you. Before it ends, make sure documents are filed, open work is noted and the owner has what they need. The property handover checklist covers what to pass on.
Related guides
- How to track maintenance across multiple properties
Keep one record per property, use consistent categories and look across the portfolio without merging the histories.
- Property handover checklist: what to pass to the next owner or manager
What to pass to the next owner or manager: documents, history, recurring work, warranties, providers and open items.
- How to organise property documents and records
Group by property, use a few clear categories, name and date each file, and link it to what it concerns.
This guide is general information about keeping records. It is not legal, safety or technical advice. MyPropertyRecord stores the records and dates you enter; it does not check or determine whether a property meets any legal requirement.