When a tenant reports disrepair — a leak, mould spreading across a bedroom wall, a boiler that will not fire — what happens next needs to be written down: when the report came in, what the tenant said, what the inspector found, what was ordered and when, and every attempt to get in. That record is how a landlord shows the problem was taken seriously, and it is usually the first thing asked for if the matter becomes a complaint or a claim. This form keeps it all in one place, and you can fill it in here and download the PDF without an account. On a visit, speak while you walk, and the document writes itself.
Two accounts, side by side
Each problem records what the tenant reported in their own words and, separately, what the inspector found. Keeping them apart matters. Where they agree, the record is simple. Where they do not — the leak was not running on the day, the mould had been cleaned off — the difference is recorded rather than lost, and the follow-up visit has something definite to check.
Every problem has its own location, type, photo, likely cause, urgency and works order, so a home with three issues gets three clear entries rather than one paragraph.
Cause before blame
Damp and mould are the problems most often argued over. The likely-cause options start with the building — leaks, water getting through walls, cold surfaces, poor ventilation — and include "needs investigation" for when the cause is not yet clear. Putting mould down to how a household lives, before the building has been checked, is exactly what landlords are now expected not to do.
Timescales: recorded here, set elsewhere
How quickly a landlord must investigate and repair depends on who the landlord is, where the home is, and what the problem is — and the rules change. In England, for example, Awaab's Law sets requirements for social landlords on damp, mould and other hazards. This form does not print timescales. It records the dates you set and the dates you met, and reminds you to check your own repair policy and the current legal requirements before you commit to them.
Only the personal details the job needs
Disrepair intake forms often ask for far more than a repair needs: dates of birth, National Insurance numbers, rent and arrears, health conditions. None of that helps fix a leaking roof. This form asks for the tenant's name and how to contact them. Whether anyone in the household is at higher risk is a single yes or no; the detail belongs in your organisation's own secure process, not on an inspection report that may be shared with contractors.
Common questions
Who should fill in a tenant disrepair report?
Whoever inspects the reported problem — a housing officer, repairs surveyor, property manager or a private landlord. The first section can be filled in when the report is taken, and the rest at the visit.
How quickly do repairs have to be done?
It depends on the tenure, the nation of the UK, the landlord's repair policy and the kind of problem. For social housing in England, Awaab's Law sets requirements for damp, mould and other hazards. Check the current legal requirements and your own policy; this form records the timescales, it does not set them.
Why does the form not ask for date of birth or health details?
Because the job does not need them. An inspection report goes to contractors and colleagues, and personal data should be limited to what is necessary. Record only whether anyone in the household is at higher risk, and keep the details in your secure records.
What if the tenant does not let us in?
Record every attempt in the access list — the date, how you tried, and what happened. A clear history of reasonable attempts is important evidence if the matter is later disputed.
Is this a legal notice or a claim form?
No. It is a record of a report, an inspection and the action taken. It does not replace any notice, protocol letter or official form that a tenant or landlord may need to use.