🏠

Rental Tenant Issue Log (Voice-Friendly Intake + Tracking)

Turn a tenant call/text into a clean issue record: category, urgency, access notes, assignment, and next steps.

Rental Tenant Issue Log (Voice-Friendly Intake + Tracking)
You’ll be asked to sign in first.
facilitiesgeneralmaintenancehandoffnotes
Use this when a tenant reports something that needs action. It is optimized for voice capture so you can log the issue while you are on the phone. Tip: If the tenant is describing a messy situation, capture three things quickly: (1) what is happening, (2) where exactly, and (3) any access constraints.

Form preview

Intake
Property*
Text
Building / property name (or address shorthand)
[not set]
Unit*
Text
Unit / apartment number
[not set]
Tenant*
Text
Who reported the issue?
[not set]
Tenant contact
Text
Phone/email (optional)
[not set]
Reported at*
Text
When did the tenant report it?
[not set]
Reported via*
Text
How did it come in?
PhoneTextEmailIn personPortalOther
[not set]
▼
Issue
Category*
Text
What kind of issue is it?
PlumbingElectricalHVACAppliancePestCleaningBuilding/common areaNoiseAccess/lockOther
[not set]
▼
Summary*
Text
One sentence summary
[not set]
Details*
Text Area
What exactly is happening? Include symptoms, location, and any troubleshooting already tried.
What exactly is happening? Include symptoms, location, and any troubleshooting already tried.
Urgency*
Text
How urgent is it?
EmergencyHighNormalLow
Emergency
High
Normal
Low
Access instructions
Text Area
Entry notes, time windows, pets, lockbox code, etc.
Entry notes, time windows, pets, lockbox code, etc.
Photos
Photo
Optional photos
No photos captured
Tracking
Assigned to
Text
Internal owner (optional)
[not set]
Vendor / service provider
Text
If an external provider is involved (optional)
[not set]
Status*
Text
Current state
NewScheduledIn progressWaiting on partsResolvedClosed
[not set]
▼
Next steps*
Text Area
What will happen next?
What will happen next?
Target resolution date
Text
Optional target date
[not set]
Resolution notes
Text Area
What was done / outcome (fill when resolved)
What was done / outcome (fill when resolved)
Follow-up needed
Yes/No
Does the tenant need a follow-up message or re-check?
[not set]
EXAMPLE REPORTSample data — shows what you’ll get after recording

Example filled report

Intake
Property
Maple Court
Unit
2B
Tenant
Alex Rivera
Tenant contact
+1 555-0102
Reported at
2026-02-12 15:40
Reported via
Text
Issue
Category
Plumbing
Summary
Kitchen sink is leaking under the cabinet.
Details
Tenant reports steady drip from the P-trap area when running water. Water collecting on cabinet floor. They tried tightening by hand; no change.
Urgency
High
Access instructions
Weekdays after 17:30. Tenant has a small dog; please call/text 15 minutes before arrival.
Photos
No photos captured
Tracking
Assigned to
Maintenance coordinator
Vendor / service provider
In-house tech
Status
Scheduled
Next steps
Schedule visit for tomorrow. Bring replacement P-trap, towel, and cabinet liner. Confirm appointment with tenant.
Target resolution date
2026-02-13
Resolution notes
What was done / outcome (fill when resolved)
What was done / outcome (fill when resolved)
Follow-up needed
✓
Yes
Rental Tenant Issue Log (Voice-Friendly Intake + Tracking) | Voiz Report Templates