When to use it
For owners, occupiers and managing agents who have several maintenance reports but no reliable view of what is still outstanding. Use one row per action; a completed service visit and a recommended repair belong on separate rows.
Open the CSV in your spreadsheet application. It contains headings and one clearly labelled illustrative row: delete that row before using the template for a real property. You can also print this page using your browser menu.
How to use the template
- Give each action a stable reference and identify the building or asset. Link to the source report in your own secure records.
- Describe the finding without guessing its cause. Record the evidence behind the priority and flag anything needing specialist assessment.
- Assign an owner for the next step, a decision date and any dependency. Distinguish an allowance from an approved quotation.
- Close an action only when the required evidence has been received and checked. Retain deferred actions with a reason and review date.
Fields and illustrative example
The example below explains the format. It is not a client record or a recommendation for your property.
| Field | Illustrative value |
|---|---|
| Reference | EXAMPLE-01 |
| Building / asset | Illustrative office ventilation unit |
| Finding | Follow-on repair noted in service report |
| Evidence / report reference | Example report R01 |
| Priority and reason | Await specialist assessment |
| Next action | Request repair scope and quotation |
| Action owner | Property manager |
| Target date | To agree |
| Cost basis / allowance | Not yet quoted |
| Approval status | Not requested |
| Dependency | Access arrangements to confirm |
| Status | Open |
| Closure evidence | Repair report and client review |
| Review date | To agree |
Use with appropriate judgement
This is a management record, not a technical risk assessment or a statutory inspection schedule. Do not assign safety priorities without appropriate evidence or delay emergency action to complete a spreadsheet.
Store completed records in your own controlled files. Do not send completed templates or sensitive site material through the public enquiry form.
Take the next step
Read the practical guide, explore related consultancy support or find your area.
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