Housing · Free guide
How to Record a Home Maintenance Problem Clearly
A useful maintenance record separates what you directly observed from what you think caused it. This approach can help tenants, homeowners and community housing residents communicate a concern without attempting to diagnose or repair it.
Put immediate safety ahead of paperwork
In an emergency, such as fire, suspected carbon monoxide, serious electrical danger or an urgent medical problem, seek the appropriate emergency response. Do not delay urgent help to fill out a log or attempt unsafe repairs.
Record objective details
Write the date, exact location, what you saw, heard or smelled, and how the situation affects the home. Include measurements only if verified; do not invent a cause.
Distinguish facts from hypotheses
'There is a hand-sized damp-looking patch on the ceiling' describes an observation. 'The roof is leaking' is a diagnosis that requires evidence. Mark suspected causes as not established.
Track notification and follow-up
Record who was contacted, when, how, and what response was received. Keep your notes secure. Avoid sharing images of other people, private paperwork, access codes or keys.
Check the appropriate housing rules
Responsibilities differ across homeowners, private renters, social housing and First Nations housing arrangements. Consult the responsible housing provider and rules applicable to your specific home; Ontario tenancy laws do not govern every housing relationship.
Fictional worked example
Fictional entry: 18 October, 9 a.m.; kitchen ceiling near a window; a damp-looking patch about the size of a hand; no visible dripping. Request for inspection sent. Source of moisture unconfirmed; follow-up response pending.
Free copyable starter sheet
- Date and location: __________
- Observed problem, without diagnosis: __________
- Safety or use impact: __________
- Person contacted and method: __________
- Response and follow-up date: __________
Sources and further reading
Independent references are not endorsements of ASK SHAI.
Optional paid workbook
Home Care: Observe, Record, Ask
The optional digital workbook supplies a more structured observation and maintenance-request record. It is not a repair inspection or legal service.
You can use this guide without making a purchase.
View workbook details and current CAD price