LeaseTrailTenant maintenance log (Ontario rentals)
Not legal advice. Ontario rules change; confirm with Tribunals Ontario / the Landlord and Tenant Board (LTB) and a qualified professional.
Whether you are a tenant tracking repair requests or a landlord managing multiple units, a dated maintenance log is one of the highest-value records you can keep.
What to log every time
- Date and time the issue was noticed
- How it was reported (email, portal, phone) and to whom
- Description + photos (before any work)
- Access arrangements and vendor visits
- Work completed date and after photos
- Follow-ups if the issue returns
Tenant-facing tips
LeaseTrail is built primarily for Ontario landlords, but tenants benefit from the same habits: keep copies of requests, photograph conditions, and save responses. If your landlord shares a guest upload link, you can contribute photos directly into their Evidence Pack.
See also: For tenants.
Landlord workflow on LeaseTrail
- Open the tenancy and add a maintenance entry.
- Attach photos and notes as the job progresses.
- Link related documents (invoices, warranties).
- If condition is disputed later, export or include items in an Evidence Pack.
Example log entry
2026-09-10 19:40 — Kitchen sink slow drain; photo attached.
Reported to landlord by email 2026-09-10 20:05.
Plumber visit 2026-09-12 14:00 — cleared trap; after photo attached.
Follow-up 2026-09-15 — drain still OK.
Short, dated entries beat long essays. Photos before and after are often more persuasive than adjectives.
Urgent vs routine
Life-safety and major leak issues deserve immediate phone contact plus a written follow-up so the timeline is clear. Routine items can start in writing. Either way, keep the same log — LeaseTrail’s maintenance view is built for that chronology.
Start free on LeaseTrail
Keep rent ledgers, maintenance notes, and move-in/out Evidence Packs organized in one place — with timestamps and PDF export.