What is the landlord repair approval form template?
Most management agreements let a property manager spend up to a set amount without asking. Above that, the owner has to approve, and a phone call or a one-line email is a poor record when a tenant complains about delays or an owner disputes an invoice later.
This landlord repair approval template puts the whole decision on one document. The manager describes the property, the issue, the likely cause, urgency and whether the tenant may be responsible, with photos. They summarise the quotes, attach them, and set out the recommended contractor, the cost, why they chose them and when work can start. The owner then picks a decision, from approving the recommended quote to declining or handling it themselves, can set a spending limit and payment source, adds conditions and signs.
Each approval is filed as a PDF in your FileIt vault with the photos and quotes, so the property's repair history is in one place for the owner, the manager and the accountant.
- Best for
- Property managers, letting agents and block managers working for owners
- Filled in by
- The manager prepares it; the owner records the decision and signs
- Time to complete
- About 10 minutes for the manager, a few minutes for the owner
- Includes
- Issue and urgency, photos, quote summary and documents, recommended contractor and cost, start date, owner's decision, spending limit, payment source, signature
Who uses a landlord repair approval form?
- A letting agent asking an overseas landlord to approve a boiler replacement
- A property manager sending three roofing quotes to an owner
- A block manager seeking approval for damp treatment in one flat
- A manager recording an owner's refusal of a non-urgent upgrade
- An owner approving a repair but capping the spend
- A small portfolio landlord keeping a signed log of every repair decision
Questions on this landlord repair approval form
30 questions over 3 pages · includes signature, file upload, conditional questions, multiple pages, ratings.
1 Property & issue
- Owner or landlord*
- Property manager*
- Property address*
- Unit or flat
- Date reported*
- Reported by* Tenant · Inspection · Contractor · Neighbour or other
- Type of repair* Plumbing · Electrical · Heating or cooling · Roof · Appliance · Structural · Damp or mould · Doors, windows or locks · Pest control · Exterior or garden · Other
- Urgency* Emergency: safety risk or serious damage, needs action within 24 hours · Urgent: affects use of the home, within a few days · Routine: can be scheduled · Improvement or upgrade, not a repair
- What's wrong*
- Likely cause
- Is the tenant likely responsible? No, wear and tear or failure · Yes, likely tenant damage · Unsure
- Photos of the problem
2 Quotes & recommendation
- Quotes obtained* One · Two · Three or more
- Quote summary Parts · Labour · Warranty · Call-out fee
- Contractors and prices*
- Quote documents
- Recommended contractor*
- Recommended cost*
- Why this contractor*
- Proposed start date
- Expected duration
- Tenant access arranged?
- Could this be an insurance claim?
3 Owner's decision
- Owner's decision* Approve the recommended quote · Approve a different quote · Get more quotes or information · Decline · I'll arrange it myself
- Which quote?* asked only when it applies
- Approved up to asked only when it applies
- Pay from asked only when it applies Rent held · Maintenance float · Owner will pay directly
- Comments or conditions
- Owner's signature*
- Date*
The landlord repair approval form, page by page
1 Property & issue
The manager fills in the owner, the property manager, the property address and unit, the date reported and who reported it. They choose the type of repair and the urgency, from emergency to an improvement; emergency shows a note about making the property safe first. A description of what's wrong, the likely cause, whether the tenant may be responsible and photos complete the picture.
2 Quotes & recommendation
The manager records how many quotes were obtained, ticks what each includes in a small grid (parts, labour, warranty, call-out fee) and lists each contractor, price and start date, attaching the quote documents. They name the recommended contractor and cost, explain the choice, and give the proposed start date, expected duration, tenant access arrangements and whether an insurance claim may be possible.
3 Owner's decision
The owner chooses to approve the recommended quote, approve a different one, ask for more quotes or information, decline, or arrange the work themselves. An approval can carry a spending limit and a payment source: rent held, the maintenance float, or paying directly. Comments or conditions, the owner's signature and the date close the form.
Make the template yours
- Put your approval threshold from the management agreement in the cover text
- Copy the form for each owner and point each copy at that owner's vault folder
- Add a field for the job or work order number from your maintenance system
- Change the urgency definitions to match the response times in your agreement
- Add the accounts team to the notification list so approved costs are expected
Tips for a better landlord repair approval form
- Attach at least one photo; owners decide faster when they can see the problem
- Explain the recommendation in terms of value, not just the lowest price
- Flag possible tenant damage early so the deposit position is clear
- Check whether the repair is covered by a warranty or insurance before getting quotes
- Keep each signed approval with the contractor's invoice for year-end accounts
Every response becomes a PDF in your vault
Each completed approval becomes a PDF in the vault folder you choose, with photos and quotes attached and the owner's signature on the last page. You're notified straight away, and the owner can receive a copy.
The Responses table shows decisions by property and date, and exports to CSV for a repair log or end-of-year statement.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Landlord repair approval form: frequently asked questions
Is this landlord repair approval template free?
Yes. It's a FileIt Forms starter template available on every account.
Who fills in the form?
Each response is completed in one sitting, so the property manager usually goes through it with the owner on a call or in person: the manager enters the issue and quotes, and the owner chooses the decision and signs. Send the photos and quotes beforehand so the owner can review them.
Does the owner's signature make it a contract with the contractor?
No. It records the owner's instruction to the manager. Your agreement with the contractor is separate.
Can the owner approve less than the quoted price?
Yes. An approval can include an "Approved up to" amount, and the owner can add conditions.
Do owners need a FileIt account?
No. They open the link, review and sign.
What about emergencies when the owner can't be reached?
The form shows a note for emergency repairs, but what you may do without approval depends on your management agreement and local law.