Free property and facilities management templates

Working for landlords, letting agents and managing agents is a different business from working for homeowners. The work is steadier, the payment terms are longer, and the paperwork is the product almost as much as the repair is. An agent is not on site — the report you file is the only thing they can see, and the quality of it decides whether you get the next twenty jobs.

This category is built for that relationship. The property condition report gives you a structured room-by-room format with photographs, defect severity and recommended action, suitable for pre-tenancy checks, end-of-tenancy assessments and periodic inspections. The reactive callout record captures what most agent disputes turn on: when you were instructed, when you attended, whether access was gained, what you found, what you did, what remains outstanding and why.

Access is worth its own note. Failed access visits are the most common source of friction in agent work, and a wasted hour that nobody wants to pay for. A no-access record left at the property and copied to the agent, with the time and date, converts an argument into a chargeable event.

The planned maintenance schedule templates cover annual cycles across a portfolio — gas safety dates, electrical inspection intervals, gutter and roof checks, external decoration, water systems. Agents rarely track these well, and a contractor who turns up with a schedule showing what is due next quarter tends to be handed the whole portfolio rather than individual jobs.

There are also templates for quoting works to a block or freeholder, where the recipient has to justify the spend to leaseholders and needs a document written for that audience rather than for a homeowner.

All editable .docx, A4, written for UK letting and property management practice.