Work order log: what to record and how to keep it current

A work order log is a running record of every maintenance job: what was reported, who was sent, what they said and when it closed. Keep one row per work order with the dates of each step, and you can answer an owner, a tenant or an insurer in a minute. The log only works if open entries are checked against vendors, so the dates mean something.

This guide covers the fields, a sample, and a routine that keeps the log honest.

What should a work order log record?

Record the facts that you will be asked for later, and the dates that show how the job moved.

The same list works as a property maintenance log template: add one tab per building, or one column for property and filter.

What does a sample work order log look like?

WO#   Property        Issue               Vendor     Sent   Last answer          Done
4471  412 Alder 3B    Sink leak           Ridgeline  10/3   Scheduled 10/9       10/9
4476  98 Birch #1     No heat             Northside  10/5   (none)               open
4480  98 Birch #4     Garbage disposal    Handy Co   10/6   Waiting on parts     open
4483  Common area     Broken gate latch   Ridgeline  10/8   Can't take this job  reassign

Note two things. The "last answer" column holds the vendor's words, not yours. And the row for 4476 has no answer at all; that is the one to chase.

How do I keep the log current?

Once a week, compare the log to reality in three steps. This is the same routine as the one in our work order tracking spreadsheet guide, using the log as the sheet.

1. Add new work orders and close the finished ones, with the date and who said so.
2. Find the blanks. Filter for open rows with no vendor answer and a sent date over a week ago.
3. Ask. Write to those vendors, one email per vendor listing all their open orders, using the message in the work order template guide.

Record each answer in the "last answer" column with its date. An answer without a date cannot be trusted next week. If a vendor says "scheduled", write the promised date too, and check on the day after it: a promise that passes without a visit is the most common way a job quietly goes stale, and the log should make it obvious.

How long should I keep work order records?

Keep them at least as long as your management agreement, your insurer and your records policy require; those differ by company and by state. Ask your attorney or insurer rather than relying on a general figure. A practical minimum for any tenancy is the length of the tenancy plus the period in which a dispute could be raised. Do not delete open or disputed items, and note who closed each order.

What about a log that is always out of date?

Most logs go stale for the same reason: the person who knows what happened is a vendor. The log depends on someone asking, then writing down the answer.

Open Work-Order Chase does both steps for the open entries. It reads your export, emails each assigned vendor on day 3, 7, 14 and 21 through a page that needs no login, records the vendor's answer with its date, and stops once the job is marked done. It flags what is stuck on a Monday list. It does not keep your full history or invoices as a record system, and it keeps your work orders and the vendors' files only for 30 days after you cancel, so keep your own log for the long term.

To see how your open orders would look, make a stuck list from your own export.

Frequently asked questions

Is a work order log the same as a maintenance request log? Close enough. A maintenance request log records what tenants report; a work order log records the jobs issued to vendors. Many small managers keep one list for both.

What is the best format for a work order log? A spreadsheet with one row per work order is enough for most small portfolios. Use your property software as the log if it already records everything you need.

Should I log phone calls with vendors? Yes, briefly: the date, who you spoke to and what they said. A phone promise that is not written down is the one that gets forgotten.