Property maintenance records
Property maintenance records that build a clear history.
Repairs, services and inspections tend to end up spread across invoices, messages, photos and memory. MyPropertyRecord keeps the work, the documents and the dates together, against the property they belong to.
A permanent work history
- Date, trade and description of the work
- Rooms and items it applied to
- Invoices, certificates and photos attached
Planned and recurring work
- Recurring maintenance schedules
- Tracked Dates for one-off or repeat dates
- Upcoming, due soon and overdue
The basics
What is a property maintenance record?
A property maintenance record is the running history of the work done to a building: what happened, when, who did it and what paperwork exists. It is what you reach for when something fails again, when a service comes round, or when someone new takes over.
A useful record usually holds:
What was done
A clear title and description, such as “Boiler serviced” or “Consumer unit replaced”.
When it happened
The date the work was carried out, and any next service or inspection date.
Who carried it out
The trade involved and, for scheduled visits, the provider who completed the job.
Evidence
Invoices, certificates, warranties and photos attached to the work they relate to.
Where it applied
The property, the rooms or the items of equipment the work affected.
What is planned
Upcoming dates and recurring maintenance, so the next visit is not forgotten.
Completed work
Record completed work
Use Record Work to add a piece of work to a property’s history. Only the title is required, so a quick entry takes seconds and can be filled out later.
Title and description
Say what was done, with notes on the detail.
Date and trade
The date it was carried out and a trade such as electrician, plumber or gas engineer.
Invoice and warranty
An invoice or reference number and any warranty details.
Next service or inspection
Optional dates for when the work should next be looked at.
Rooms and items
Choose the whole property, particular rooms or specific items. Items are optional.
Documents
Attach invoices, certificates or photos to the record, stored privately.
Recurring maintenance
Plan recurring maintenance
A maintenance schedule plans service, inspections or upkeep for a whole property, an area or a single item, and keeps each completed visit as part of the record.
Choose how often
Daily, weekly, fortnightly, monthly, quarterly, every six months, annually, or a custom interval in days, weeks or months. Or make it a one-off.
Set the pattern
Pick a start date, and whether the next visit follows the calendar or falls one interval after the last one was actually completed. You can end a schedule on a date or after a set number of visits.
See what is coming
Preview upcoming dates before saving. Each visit shows as upcoming, due soon (within 30 days), due or overdue, on screen.
Complete each visit
Record the completion date, work performed, provider, cost, notes and invoice reference, and attach evidence documents. The visit becomes a permanent work record, and the next one follows.
You can name a responsible person from the people with access to the property, and pause, resume or end a schedule whenever the plan changes. Completed visits stay in the history either way. If you are starting from a blank page, the guide to creating a property maintenance schedule walks through listing the items, setting dates and keeping the history. For sites and equipment, the guide to planned preventative maintenance (PPM) covers the records worth keeping.
Tracked Dates
Tracked Dates for simpler reminders
Not every date needs a full schedule. A Tracked Date is a titled due date for something you want to remember, such as an annual boiler service or a warranty check. Add an optional repeat every set number of months, link it to a room or item and name who is responsible.
Tracked Dates appear on the property and in your dashboard as upcoming, due soon or overdue, with on-screen reminders. Completing a repeating one creates the next. Choose a schedule when you want the visits themselves planned and recorded, and a Tracked Date when you just need the date to stay visible. For certificates and inspection evidence, see property compliance records.
History
Why a property maintenance history matters
Future repairs
See what has already been tried, replaced or serviced before calling anyone out again.
Warranty and service context
Keep warranty details and invoice references next to the work they relate to.
Which contractor did what
Find the trade, provider and documents for any past job.
A record that moves on
If a property changes hands, its history stays with it, although documents you marked private beforehand are not passed on.
Property types
Maintenance records for homes, rentals and commercial property
The same tools work across property types. A few things differ.
Homeowners
Keep repair, service and improvement history for a single home, and plan the regular jobs such as an annual boiler service. MyPropertyRecord for homeowners.
Landlords
Keep the history of each rental property, and across several properties view maintenance schedules filtered by property, status, type or provider. Landlords and investors.
Commercial and mixed-use
Plan recurring maintenance for sites and equipment. Recording work on commercial and mixed-use properties needs an active Commercial plan. Commercial property.
Contractors
Contractor access on paid plans
On paid plans you can invite a contractor by email with read-only or read-and-write access, limit them to particular rooms and give the access an end date. Someone with write access can record work in the rooms and items they have been given, and you can withdraw access at any time. Access is by invitation from the owner only. See pricing for the plans.
Product boundary
What MyPropertyRecord is not
MyPropertyRecord is a record of the building and the work done to it. It is not a contractor marketplace, it does not book or dispatch contractors, and it is not a helpdesk, tenant repair-request system or full facilities-management platform. It does not diagnose faults or predict maintenance.
Questions
Property maintenance records: common questions
What should a property maintenance record include?
What was done, the date, who carried it out, the rooms or items affected and the documents that support it, such as the invoice or certificate. Adding warranty details and a next service date helps later.
Can I keep a history of completed repairs?
Yes. Record each piece of work against the property with its date, trade, rooms or items and attached documents. Completed visits from recurring schedules are kept in the same history.
Can I schedule recurring maintenance?
Yes. Set a schedule from daily to annually, or a custom interval, with a start date and optional end. You can see upcoming dates before you save, and pause or end the schedule later.
Can I see what maintenance is overdue?
Yes. Scheduled visits and Tracked Dates show as upcoming, due soon, due or overdue on screen, on the property and in your dashboard.
Can contractors add work records?
On paid plans, a contractor you invite with read-and-write access can record work in the rooms and items you have given them. Contractors only get access when the owner invites them.
Keep exploring
- Homeowners →Repairs, services and paperwork for a single home.
- Landlords & investors →Maintenance history across a residential portfolio.
- Commercial property →Sites, equipment and planned maintenance.
- All features →Everything the property record can hold.
- How it works →From adding a property to a complete record.
- Pricing →Plans for homes, portfolios and commercial property.
Ready to get started?
Start a maintenance history for your property.
Begin with one property and build the record over time.