Building Maintenance Log Template - Download Free Editable PDF

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Building maintenance log template

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Use this template with Lumiform

The Lumiform application helps frontline teams uphold internal standards effortlessly.

Customize this template or build your own
Fill out templates via mobile app
Assign and track corrective actions
Get reports and analyse your data

Prices start from ░░░ per month

Book a demo

Learn more

Keep your building’s maintenance history organized and accessible with this comprehensive log template. Say goodbye to scattered notes and missing information about past repairs. This template creates a structured system for recording every maintenance activity performed in your facility. Each entry includes spaces for all essential details like service dates, specific locations, work descriptions, materials used, associated costs, and also technician information.

With this template, you gain the ability to spot recurring problems, validate warranty claims, meet regulatory requirements, and make informed decisions about when to repair or replace building components. The organized format saves time and creates accountability for all your maintenance activities.

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Frequently asked questions

What essential information should I include in each building maintenance log entry?

Each maintenance log entry should include the date and time of service, specific location and equipment identification, maintenance type (routine, emergency, preventive), detailed description of work performed, parts replaced, labor hours, costs incurred, technician name and contact information, and also follow-up requirements.

What’s the best way to track maintenance costs in my log template?

Track maintenance costs effectively by creating dedicated fields for materials, parts, labor hours, contractor fees, and total expenses per entry. Include columns for budget comparison, warranty coverage applied, and cost-saving measures implemented. Periodically summarize costs by system or area to identify high-maintenance components that might need replacement rather than continued repair.

What’s the best format for maintaining building maintenance logs?

Choose between digital maintenance management software for searchability and automatic reporting, spreadsheet templates for flexibility and sorting capabilities, or physical logbooks for locations where digital access is limited. The ideal format allows for consistent data entry, includes photo attachments of issues/repairs, and also enables quick filtering of information for specific equipment or timeframes.

How can I use maintenance logs to justify budget requests for building improvements?

Support budget requests with maintenance log data by calculating total repair costs for aging systems over time, demonstrating increasing frequency of failures for specific components, comparing actual maintenance expenses against replacement costs, while highlighting safety or compliance issues documented in logs.

This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.