Forms & Checklists

Maintenance and Risk Management Forms

Search over 250 downloadable forms for residential, retail and commercial properties.

Asbestos Documents
Certificate of Resident Acknowledgement Concerning Asbestos
Be informative and give your residents information regarding asbestos and safety procedures. This certificate outlines a comprehensive list of "do's and don'ts" for apartments containing asbestos, and provides property managers with resident acknowledgement.

Elevator Maintenance
Elevator Entrapment Procedure Checklist
Keep an uneasy situation under control with this entrapment checklist. The checklist walks through the procedures involved in handling elevator entrapment and logs information for maintenance purposes.

Elevator Inspection
Inspect elevators for leveling, ride, and other functions with this Elevator Inspection Report. This document allows managers to inspect, comment on, and control a building's elevator operations as well as note any required repairs or adjustments.

Elevator Incident Report
Use an elevator incident report to track elevator incidents and their resolutions. Not only does this form describe what happened during a specific incident, but it also documents information from witnesses and mechanics.

General Maintenance Forms
Authorized Construction Access Letter
Use this customizable letter to authorize a contractor's right to access a construction area on the property.

Maintenance Request Log
Record tenant requests or inquiries on a documented log. Also track when work was requested, completed, and followed.

Building Register
Logging visitors as they enter a building is an important safety measure for any property.
This Building Register identifies people entering or leaving a building after working hours during the week, weekends, and holidays.

Maintenance Supply Inventory
Track ordered and delivered maintenance provisions and keep in-house records with this supply inventory. The inventory lists quantities in stock, used, and needed.

Commercial Shopping Center Construction Checklist
Use this checklist as a guide for the contractor prior to the construction start date, rules and regulations, and required on-site items. This form is a helpful checklist to document your policies with the contractor.

Maintenance, Repair, Replacement Matrix - HOA
Use this spreadsheet to help record maintenance, repairs, and replacements of the common grounds and your building. This customizable spreadsheet provides a list of common grounds and buildings, a place to mark whether it was maintenance, repairs, or replacement, and comments.

Delivery and Pick-up Register
Have a delivery or pick-up register ready when couriers and packages arrive. A register allows an operator or security guard to document activities involved with delivering materials.

Master Preventive Maintenance Frequency Schedule
Provide an overview of maintenance requirements during a one year period with this master preventive form. This document helps keep maintenance informed of what equipment needs to be serviced at different seasons and locations.

Electric and Power Verification Letter
Use this customizable form to verify when utility bills will be disconnected and the property will no longer the responsible for selected tenant.

Permit
Form

These permit cards authorize individuals to access or remove items from a suite or an office space. Simply print out the form, customize the cards and give to security personnel.

Emergency Contact Numbers
As a comprehensive list of a property's emergency contact numbers, this list is handy to post in a building's management office. Listings include essential agencies such as police and fire departments, and useful numbers such as electricians and lawn maintenance.

Preventive Maintenance Record
As a preventive record, this maintenance form logs maintenance requirements and sets up a repair schedule. Document and plan the terms for contract bids, maintenance to be performed, and payment dues.

Emergency Incident Report
Customize and use this emergency incident report to quickly report and emergency. The form includes name and address for the person reporting the incident, date and time incident is reported, contact information or any witnesses, person(s) involved, what authorities were called, and so much more!

Punch List
This in-depth punch list provides for the documentation of a property's interior state and establishes a maintenance schedule. Areas covered in the list include reception, rest rooms, and corridors.

Field Report - HOA
Use this form to log information about the project, date, location, who the contractor is, what work is in progress, observations, who you meet with, and who prepared the report.

Request for Bid Proposal For Exterior Landscape Maintenance
Use this customizable document when requesting contractors for a bid proposal on exterior landscape maintenance.

High-Rise Evacuation Procedures
An important component of a safety program, these detailed high-rise evacuation procedures can be customized for a high-rise building and distributed to its tenants.

Roof Inspection Checklist
Keep a roof inspection checklist at hand to facilitate the inspection of your residential roof.This comprehensive document includes a list of items to look for, such as deterioration, drainage, and rusting, when inspecting your roof. The document also includes space to mark observation and decide the types of conditions.

HVAC Unit Maintenance
Use this form to track the maintenance of the HVAC units at your properties. The form includes fields to enter data for the compressor, condensing fan motor, contactor, compressor maintenance, and fan motor maintenance.

Security Guards' Daily Report
Logs any incidents that occur during security shifts.

Insurance Policy Analysis Form
Use this form to document and analyze exactly what is covered in an insurance policy, such as what the policy covers, people and/or property insured, limits of liability, and losses that are excluded from the policy.

Service Contract Evaluation Form
This evaluation form details service contract agreement terms with various vendors. Options outlined include contract expiration dates and cancel actions.

Key Distribution Record
Keep track of key distribution on a record. Customize this key distribution record to track the issuance and return of keys within a property.

Stockroom Usage Control
Control how parts and equipments from the stockroom are used. Keep a log of materials taken by employees for use in a suite and track quantity as well as item number.

Landscape Maintenance Contract
Use this form when hiring a maintenance contractor. This customizable contract form is helpful in determining policies and requirements for the contractor. This 4 page document includes contractor requirements, "scope of work" that is required, detailed information about lawn care, and so much more!

Tenant Emergency Procedures
Use this customizable procedure form in the event of an emergency. This 9 page document includes procedures for medical emergencies, fire procedures, severe weather, hurricanes, bomb threats, and more!P>

Landscape Schedule
Use this customizable landscape schedule to record maintenance items on a monthly timetable. This form includes items such as mowing, mulching, lawn fertilization, pesticide control for lawn and flower beds, and so much more!

Vacancy Inspection and Work Order
Evaluate the condition of a property once it is vacated with an inspection and work order. Record the details of any repairs and work that may be needed, and jot down any general questions and remarks.

Maintenance Record
Keep a history of a unit's repairs and services with a maintenance record. This form can be used to record the date and description of work as well as any remarks or comments remaining.

Weekly Property Report
Keep a weekly property report to record building activity. This comprehensive form records a building's condition and use of areas such as hallways, storage bins, recreation facilities, and parking areas. It also includes reports on rent collections, delinquencies, and management administration.

Incident Reports
Claimant-Witness Statement
Record the details of an injury or property damage with this Claimant-Witness Statement. The Statement documents a description of the incident and the actions taken by management to rectify the situation.

Liability Accident Notice
Detail the circumstances and damages surrounding an accident. This one page notice documents any information needed to follow-up on an incident and includes accident descriptions and witness statements.

Crime Report
Have a crime report form handy if an incident occurs on a property site. This in-depth form documents the victim's information and the specific details of the crime.

Loss Report Form
In the event of injury or property damage, document the details on this loss report form.

Elevator Incident Report
Use an elevator incident report to track elevator incidents and their resolutions. Not only does this form describe what happened during a specific incident, but it also documents information from witnesses and mechanics.

Vacancy Inspection and Work Order
Evaluate the condition of a property once it is vacated with an inspection and work order. Record the details of any repairs and work that may be needed, and jot down any general questions and remarks.

Inspection Forms
Apartment Exterior Inspection Report
Use an inspection report to document the external condition of a residential property. Chart the character and state of a building's grounds, structure, and other general areas.

Physical Condition Checklist
Use this customizable document when inspecting the physical condition of a property. This checklist includes an indepth inspection of the property exterior, parking lot, landscaping, common areas, restrooms, stairwells, elevators, mechanicals, and much more. Uses this form to determine wether or not a property item is in excellent, good, poor, or unacceptable condition, along with comment!

Apartment Interior Inspection Report
This inspection report covers the internal condition of rental units in a residential building. Check the conditions of an apartment's doors, floors, and closets upon a vacancy, and note any repairs that need to be preformed.

Residential Property Inspection Report
Records condition, specific work to be done, cost of repair work and next inspection date for all major components of a property.

Elevator Inspection
Inspect elevators for leveling, ride, and other functions with this Elevator Inspection Report. This document allows managers to inspect, comment on, and control a building's elevator operations as well as note any required repairs or adjustments.

Risk Control Checklist
Minimize risk at a property by using a risk control checklist. The list covers areas from recordkeeping procedures and accident prevention to personal protective equipment and office safety.

Incident Report
Record the details of an incident that occurred on property grounds with this detailed Incident Report. The report provides for information on the victim, from witnesses, and the police. It also documents what measures and actions were taken to investigate the incident and what could be done to prevent future occurrences.

Safety Checklists
To help ensure safety at a property, use these safety checklists, which include checklists for Slip, Trip & Fall Prevention, Office Safety, Fire Prevention, Flammable Liquids, Emergencies, Fire Drill Evaluation Report, and GL Safety Audit/Inspection.

Inspection Checklist
This form provides a comprehensive inspection list for building operators. Collect and log administrative duties, contractual obligations, tenant relations, maintenance services and more.

Security Checklist
This security checklist consists of a comprehensive list of items to help identify problems and discover ways to better safeguard your property.  Items for consideration include windows, miscellaneous openings, key control, lighting, visibility and access, vandalism and theft protection, and alarms.

Janitorial Survey
Survey the interior and exterior conditions of a property. Document the physical state of entrance areas, floor conditions, and general cleaning.

Standard Property Inspection
Use this standard property inspection to evaluate and rate a property on curb appeal, leasing, amenities, services, product readiness, maintenance, safety, administration, and finances. This customizable form allows you to rate and comment on each section and its subsections, as well as inspect on individual units.

Loss Report Form
In the event of injury or property damage, document the details on this loss report form.

Tenant Move-In Checklist
Keep a tenant move-in checklist to facilitate operations. This form helps document the dates that a tenant received correspondences, forms, packets, and other important information.

Office Building Exterior Inspection Report
Thoroughly inspect the outside of a building with the Office Building Exterior Inspection Report. This detailed checklist documents the external conditions of commercial and retail spaces upon vacancy.

Vacancy Inspection and Work Order
Evaluate the condition of a property once it is vacated with an inspection and work order. Record the details of any repairs and work that may be needed, and jot down any general questions and remarks.

Office Building Interior Inspection Report
This in-depth checklist rates the internal condition of commercial and retail spaces upon vacancy. List and describe lobbies, doors, stairs, and windows as good, fair, or poor. Likewise, note repairs needed and their estimated costs.

Maintenance and Risk Management
Delivery and Pick-up Register
Have a delivery or pick-up register ready when couriers and packages arrive. A register allows an operator or security guard to document activities involved with delivering materials.

Master Preventive Maintenance Frequency Schedule
Provide an overview of maintenance requirements during a one year period with this master preventive form. This document helps keep maintenance informed of what equipment needs to be serviced at different seasons and locations.

Key Distribution Record
Keep track of key distribution on a record. Customize this key distribution record to track the issuance and return of keys within a property.

Security Guards' Daily Report
Logs any incidents that occur during security shifts.

Maintenance Record
Keep a history of a unit's repairs and services with a maintenance record. This form can be used to record the date and description of work as well as any remarks or comments remaining.

Stockroom Usage Control
Control how parts and equipments from the stockroom are used. Keep a log of materials taken by employees for use in a suite and track quantity as well as item number.

Residential Unit Preparation
Housekeeper Checklist
Use this customizable checklist to log the cleaning information of the interior of a property, apartment, or condo. This 3 page checklist includes cleaning for front door entry, back door entry, kitchen, bathrooms, bedrooms, den, washer and dryer, and so much more! Now you can keep track of your interior cleaning in one checklist!

Unit Make-Ready Report
Guide and prepare staff as they inspect and repair a vacant unit with a make-ready report. The report includes information on windows, appliances, plumbing fixtures, and more.

Maintenance Checklist
Use this customizable checklist to log the routine maintenance items of the interior of a property, apartment, or condo. This 3 page checklist includes cleaning for front door entry, back door entry, kitchen, bathrooms, fire alarms, kitchen plumbing, patio, and so much more! Now you can keep track of your maintenance in one checklist!

Vacancy Inspection and Work Order
Evaluate the condition of a property once it is vacated with an inspection and work order. Record the details of any repairs and work that may be needed, and jot down any general questions and remarks.

Painters Checklist
Use this customizable checklist to log the routine maintenance items of the painting of a property, apartment, or condo. This checklist includes items to be done to successfully paint or repaint the walls, ceiling, baseboards,kitchen, utility room , and so much more! Now you can keep track of your maintenance painting in one checklist!

Tenant Improvement & Construction
Bid Estimate Worksheet
Customize this Bid Estimate Worksheet for maintenance to fit management or service costs. It contains two worksheets for direct and indirect costs and includes columns for cost codes, types of cost, and additional notes.

Request for Bid Proposal
Customize this Request for Bid Proposal for Interiorscape Management and Maintenance to fit management or service needs. It includes sections such as instructions to bidders, general requirements, technical maintenance specifications, and a frequency chart.

Construction Phasing Timetable
Customized and use this phasing table to detail a tenant's construction plans. The table records different projects and their projected time tables.

Space Analysis Tenant Requirements Questionnaire
Log tenant space requests and needs on a space analysis sheet. Cover comprehensive details such as conference room, reception area, and parking needs.

Construction Schedule Worksheet
Record and follow a tenant's schedule for a project from beginning to end. The Construction Schedule Worksheet charts a project at different time periods to describe and comment on work in progress.

Space Planning Services Schedule
Schedule space planning activities with this detailed checklist. Service procedures covered in the list include tenant visits, construction planning, and final inspection comments.

Construction Work Order
Use this construction work order to log information about the contractor, invoices, packages,correspondences, and the description of the work being issued. This 6 page document also includes a time log to log the contractor's hours and general conditions. Some of the conditions noted in this form are: performance of work, suppliers, insurance, application for payment, termination, warranty and so much more!

Tenant Construction Cost Estimates
Itemize repair work and costs for work on a tenant's suite or office. Costs estimates are based on a comprehensive list of items such as wall and floor covering, interior partitions, and architectural design.

Floor Data Card
Use a floor data card to detail square footage allocations floor by floor. The card allows for rentable area, useable area and floor load calculations.

Work Letter Agreement
Customize this work letter agreement, as an addendum to the lease, to detail all the work to be done for the tenant by the owner.

Landlords Notice of Substantial Completion
Document the completion of space rehabilitation and occupancy. Use this substantial completion form to notify a tenant that work on a unit has been completed and that a move-in date can be effectuated.