06 Toolkit · Management
Property Owner Digital Toolkit
Keep an owner's master record, maintenance, vendors, handover and annual review in one place.
Overview
Owning property generates a surprising amount of administration, and most of it lives in scattered places — a folder of scans, a chat thread with a caretaker, a plumber's number in a phone.
This toolkit gives that one home. It holds the owner master record and correspondence details, a maintenance log of what broke and what it cost, a vendor directory of who to call and how they performed, the handover record for each tenancy, and an annual review that closes out the year properly.
It is the toolkit behind the owner portal on this site, so you can work in the workbook, in the console, or both.
What you end up with: One owner record covering property, maintenance, vendors and the annual review.
Who it is for
- Owners of one to a handful of properties who want their records in one place rather than across five.
Features
Everything this resource tracks, grouped the way it is laid out.
Owner record
- Owner master record Names, correspondence address and preferred contact window.
- Representative details Where a representative or POA holder acts, their details and scope.
- Reference labels Your own tax and society reference labels, so records match your files.
- Non-resident owners Additional contact and representative fields for owners living abroad.
Properties
- Property register Each property with its identifiers, area, configuration and status.
- Tenancy status Whether each property is occupied, vacant or under notice.
Maintenance
- Maintenance log Every request with priority, status, dates and resolution notes.
- Cost record Estimate against actual cost, with invoice references.
- SLA tracking Days open against the response time you expect.
Vendors
- Vendor directory Trade, contact, area served and typical response time.
- Rate card What each vendor charges, so quotes can be sanity-checked.
- Performance rating How each vendor performed, and when you last engaged them.
Handover
- Handover records Move-in and move-out records for each tenancy.
- Inventory schedule Furniture and appliances handed over, with condition.
Annual review
- Year-end review Rent, agreement, insurance, tax and society dues reviewed once a year.
- Income and expense summary Gross income against total expense for the year.
- Occupancy record Occupied against vacant days across the year.
- Next actions What the review decided to do, and by when.
Included resources
Files delivered with this product.
- Xlsx Owner Master Record Owner details, representatives and reference labels.
- Xlsx Property Register Every property with identifiers, area and current status.
- Xlsx Maintenance Log Requests, priorities, costs and resolution notes.
- Xlsx Vendor Directory Trades, rates, response times and performance ratings.
- Xlsx Handover Records Move-in and move-out records with inventory.
- Xlsx Annual Review Year-end review across rent, agreements, tax and dues.
- Guide Owner operating guide A monthly and annual rhythm for keeping the record current.
Questions about this product
An administrative toolkit for organising your own property records. It does not provide legal, tax, valuation or investment advice.
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