Home maintenance records template for selling your house
A good home record answers a buyer's questions before they ask. You don't need special software to make one. You need one page per big item, filled in the same way.
Copy the template below, fill it in for each item, and put the receipts behind it.
The template
For each item in the house, write down:
| Field | Example |
|---|---|
| Item | Water heater |
| Where it is | Basement, next to the furnace |
| Brand and model | From the label on the unit |
| Serial number | From the same label |
| Installed | 2019 (or "before we bought in 2014") |
| Installed by | Company name and phone number |
| Warranty | Who issued it, what it covers, when it ends |
| Service history | Each date and what was done ("flushed tank", "replaced anode rod") |
| How to shut it off | "Gas valve on the pipe above the unit" |
| Notes for the next owner | Anything only you know |
| Proof attached | Invoice, warranty card, photos |
Leave a field blank rather than guess. "Unknown" is honest; a wrong date is a problem later.
Which items to include
Start with these, in this order. They're the items buyers and inspectors look at hardest.
- Roof
- Heating (furnace, boiler or heat pump)
- Air conditioning
- Water heater
- Electrical panel
- Main water shutoff and plumbing
- Foundation, basement and drainage (sump pump, gutters)
- Windows and exterior (siding, deck)
- Appliances that stay with the house
Then add a short page of the small things: which breaker runs what, where the gas shutoff is, which door key fits which lock, the paint colors you used.
Keep a work log too
Next to the item pages, keep a dated list of every job done to the house:
| Date | Item | What was done | Who did it | Cost (optional) |
|---|---|---|---|---|
| March 2026 | Water heater | Flushed tank | Self | — |
| October 2025 | Furnace | Annual service | Company name | — |
Whether to show buyers what you paid is your choice. Many sellers leave costs out.
What to leave out
Anything a stranger shouldn't have: door and alarm codes, Wi-Fi passwords, insurance policy numbers, account numbers. Hand codes to the buyer at closing, not with your listing.
Paper binder or online
A paper binder works for showings. An online record works better for sending: buyers and their inspector can read it before they visit, and you can update it as you go. Either way, the template is the same.
Records support your seller disclosure; they don't replace it. Disclosure rules vary by state. See Nolo's state-by-state guide.