Small landlords & PMs hub · By James Grokman, CEO, TapeAndFloat · Published October 25, 2026 · Updated October 25, 2026

Lease violation and notice log for small landlords

A lease violation and notice log is one row per issue: the date it was observed, the unit, the tenant, the lease clause, what happened in plain facts, the evidence, what notice was sent, when and how, where the copy is saved, the tenant's response, the follow-up date and when it was resolved.

Free download: Lease violation and notice log (Excel). A Log sheet with one row per issue: date observed, property / unit, tenant, issue type, lease clause, what happened (facts only), evidence / photos link, notice sent (Yes/No), date sent, delivery method, copy saved link, tenant response, follow-up date, resolved date and who handled it. A Units sheet lists each unit, the current tenant and a link to the signed lease, and Settings has example follow-up and open-too-long days you can change. It flags rows with no evidence link, notices sent with no copy saved or no date or delivery method, follow-ups that are overdue, issues open too long, rows with nobody handling them and units not on your list. Example rows are labeled; delete them before you start. No email required.

1. Why a log, not a memory

Most lease issues are small and get fixed with one conversation: a noise complaint, a car on the lawn, trash left out. The trouble starts when one does not get fixed and months later nobody can say what was noticed, what was sent, or when. A text on one person's phone and a paper notice with no copy are not a record. One row per issue, filled in the same day, is.

2. Write what happened, not what you think

Record the date and time you or someone else observed it, the unit, the tenant, and the lease clause it relates to. In the "what happened" column, write plain facts: who saw what, when and where. "Dog seen in unit during the repair visit on 10/12; no pet on the lease" is a fact. "Tenant is sneaking in a dog again" is an opinion. Facts are easier to check later and fairer to the tenant.

3. Save the evidence with the row

Take dated photos where it makes sense, save written complaints from neighbors or other tenants, and keep any related messages. Put them in one folder per unit (with the move-in and move-out inspection photos) and paste the link on the row. If a row has no evidence link, the sheet flags it so you can decide whether one is needed.

4. Notices: what was sent, when, how, and where the copy is

If you send a notice or a letter, log four things on the row: that it was sent, the date, the delivery method, and a link to the exact copy you sent. Your lease and local/state law set what notice is required and how it must be delivered; check them or ask an attorney. This log does not decide that for you. Its job is to show, later, exactly what went out and when. The sheet flags a notice marked sent with no copy saved, no date or no delivery method.

5. The same steps for every tenant

Use the same process, the same kind of message and the same follow-up for the same kind of issue, no matter who the tenant is. Decide your office routine once (what gets a friendly reminder, what gets a written letter, when someone follows up) and apply it to every unit. A consistent log is also how you can show that you treated tenants the same way. For questions about fair housing or a specific situation, ask an attorney.

6. Log the response and set a follow-up date

Write down how the tenant responded (a call, a text, a letter, no reply) and the date. Every open row should have a follow-up date and a person's name. Settings has an example number of days after a notice is sent before the sheet flags a missing follow-up, and an example number of days before an open issue is flagged as open too long. Those are your own office routine, not legal deadlines. When the issue is resolved, enter the date and the row turns grey. Messages to tenants can use the templates in tenant communication for small landlords.

7. A weekly check

Once a week, filter the Log for: follow-ups overdue, notices with no copy saved, rows with no evidence or nobody handling them, and issues open too long. Each one gets a call, a message or a date. If an issue affects the lease going forward, note it in your lease renewal tracking; if it involves damage, keep the record with your security deposit and move-out tracking. Before deciding on anything beyond a reminder, talk to an attorney.

This is general information about keeping records, not legal advice. Your lease and local/state law set what notice is required and how it must be delivered; check them or ask an attorney.

Where an assistant helps

Complaints, photos and notices arrive by email and text from different people on different days. During the pilot, TapeAndFloat keeps this log in your own Google Sheet from what you forward, flags notices with no copy saved and follow-ups that are overdue, and drafts follow-up reminders for your office to approve. It does not give legal advice and does not send notices on its own; it is set up one piece at a time, and during the pilot a real person reviews everything. What notice to send, and when, stays your decision.

Free 60-day pilot: keep working in your own email and Google Sheet. Request a pilot spot.

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Frequently asked questions

What should a lease violation log include?

One row per issue: date observed, unit, tenant, lease clause, what happened in plain facts, an evidence or photos link, whether a notice was sent, the date sent, the delivery method, a link to the saved copy, the tenant's response, a follow-up date, the resolved date and who handled it.

How much notice do I have to give a tenant for a lease violation?

That is set by your lease and local/state law, not by this log; check them or ask an attorney. The log records what you sent, when, how, and where the copy is saved.

How should I deliver a notice to a tenant?

Your lease and local/state law set how notice must be delivered; check them or ask an attorney. Whatever method you use, log it on the row with the date and a link to the exact copy.

Why keep a copy of every notice?

So you can show later exactly what was sent and when. A notice marked sent with no copy saved is flagged in the sheet so it can be found and filed.

Should every tenant get the same process?

Yes. Use the same steps, the same kind of message and the same follow-up for the same kind of issue at every unit, and log each one the same way. For fair housing questions or a specific situation, ask an attorney.

Free tools

Maintenance request & work order tracker (Excel): sets due dates by urgency and flags open work orders past due, emergencies with no vendor and invoices over the limit.
Lease violation and notice log (Excel): a Log sheet (one row per issue: date observed, property / unit, tenant, issue type, lease clause, what happened in plain facts, evidence / photos link, notice sent, date sent, delivery method, copy saved link, tenant response, follow-up date, resolved date, who handled), a Units sheet with the current tenant and a signed lease link, and Settings with example follow-up and open-too-long days; flags no evidence link, notices sent with no copy saved or no date or delivery method, no follow-up date, follow-ups overdue, open too long, nobody handling and units not on your list. Record-keeping only: your lease and local/state law set what notice is required and how it must be delivered; general information, not legal advice.
Utility transfer checklist / log (Excel): a Transfers sheet (one row per unit, per utility, per move-in, move-out or vacant period: provider, account #, who holds the account after, transfer or stop requested, confirmed and proof, meter reading with date and photo link, final bill date and amount, bill-back amount, sent and paid dates), a Units sheet with which utilities the tenant and owner pay per the lease, and Settings with example reminder, final-bill and follow-up days; flags transfers not requested before a move, no confirmation, missing readings or photos, final bills not in, bill-backs not sent or not paid and units not on your list. Your lease and local/state law set who pays and what can be billed back; general information, not legal advice.
After-hours maintenance request triage log (Excel): a Requests sheet (one row per request: received date and time, property / unit, caller, call-back number, issue category, what they said, safety message given, urgency chosen by a person (Emergency now / Next business day / Routine), who decided, vendor called, called-back time, scheduled for, resolved date, photos link), a Units sheet and Settings with an example category list and example call-back targets set by your own policy; flags no urgency set, emergencies with no call-back logged, call-backs later than your target, next-business-day requests not scheduled by the next workday, no vendor, open too long and units not on your list. Gas smell, fire or smoke: tell the caller to get out and call 911 first. General information, not legal advice.
Property obligations calendar (Excel): an Obligations sheet (one row per property per obligation: insurance renewal, property tax, HOA dues, registration or permit, loan escrow check; payee, policy or account #, due date, amount, who pays, escrow confirmed, reminder days, date paid, proof of payment link, renewal quote requested), a Properties sheet and editable example reminder days; flags bills past due and not paid, due soon, no due date, no amount, no proof of payment, escrow not confirmed, policies expiring with no renewal quote and unknown properties. Your county tax office, HOA and insurer set the real dates; general information, not tax, legal or insurance advice.
Move-in / move-out inspection log (Excel): an Inspections sheet (one row per unit per inspection: due date, date done, who, tenant present and signed, photos link, photos dated, damage noted, estimated cost, invoice link, forwarding address, status, deposit deadline from your own setting) and a room-by-room Room Checklist with move-in and move-out condition side by side; flags inspections not done on time, move-outs with no move-in inspection on file, missing photos or signatures, damage with no cost, costs with no invoice and deposit deadlines coming up. General information, not legal advice.
W-9 & 1099 vendor payment tracker for landlords (Excel): a Payees sheet for plumbers, HVAC, cleaners, handymen, attorneys and other vendors (entity type, W-9 received date, mailing address; never the full tax ID) and a Payments sheet (date, vendor, amount, method, property / unit), with a total per vendor for the tax year and flags for paid with no W-9 on file, W-9 after the first payment, over the reporting threshold (editable; $2,000 for 2026 payments per irs.gov), corporations to confirm, attorneys, missing address, card/app payments and payments to someone not on the list. Whether your rental must file 1099s: ask your tax preparer. General information, not tax advice.
Rental inquiry & showing log (Excel): one row per prospect (date received, source, property and unit, move-in date asked, first reply, showing date, next step and date, status, last contact), with flags for no reply yet, showings passed with no status update, shown with no follow-up, overdue next steps and stale inquiries; thresholds on a Settings sheet.
Rent roll & late fee tracker (Excel): one row per unit per month; shows each balance, the earliest day a late fee can apply and the Texas late-fee limit by building size, and flags rent past due, fees over the limit, charged too early or without written-lease notice, cash with no receipt, missed promises to pay and balances with no reminder sent.
Lease expiration & renewal tracker (Excel): one row per lease; enter the end date and the notice days from the lease and it works back to the notice deadline, your decide-by date and a reminder, and flags leases to decide on now, notice deadlines passed with nothing sent, leases past their end date, unanswered offers and renewals accepted but not signed.
Owner statement template (Excel): properties and owners, income and expenses logged once, and one statement row per property per month with rent collected, other income, expenses, management fee (editable %), reserve held and net due to the owner; flags expenses missing a receipt, uncategorized expenses, unknown properties and negative balances.
Preventive maintenance calendar (Excel): one row per recurring task per property with interval in months, last done, next due and days left; flags overdue and due-soon tasks, rows with no interval or date, no one assigned and unknown properties; Task Ideas sheet with example intervals and the Texas smoke alarm note (Prop. Code 92.255, 92.258).
Security deposit & move-out deductions tracker (Excel): sets each refund deadline from the move-out date (Texas default 30 days, editable) and flags deposits past due, due within 7 days, missing a forwarding address or with deductions lacking an invoice.
What the assistant catches: the list of things it watches for in your inbox and Sheet.
Vendor paperwork tracker (Excel): flags missing W-9s and COIs and vendor COIs expiring within 30 days.
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