00VILLA GUIDE
Keeping maintenance records for a villa
Most villa repairs start with someone trying to find something: which breaker feeds the garden, where the water main is, which AC unit serves the study, when the tank was last cleaned. A simple set of records answers those questions in minutes, saves time on every visit and reassures tenants and buyers that the villa has been looked after.
01PART
What to record
Note each system’s main components and where they are, when they were serviced or repaired, and by whom. Photographs of the board, plant rooms, valves and isolators are often more useful than written notes.
- Board photos and circuit list.
- AC units and which rooms they serve.
- Tank, pump and valve locations.
02PART
Repairs and changes
Keep invoices and notes for repairs and alterations: what was found, what was done and what was recommended. Changes such as new circuits, extensions or replaced equipment are especially important.
- Keep repair notes and invoices.
- Record alterations.
- Note recommendations not yet done.
03PART
Keeping it usable
A shared folder or a simple spreadsheet, with photos, is enough. Update it after each visit and share it with tenants or managers who need it.
- Use a shared digital folder.
- Update after each visit.
- Share with tenants or managers.
04QUESTIONS
- What is the most useful record?
- A labelled photo of the distribution board and a list of where valves and isolators are.
- Do buyers care?
- Records help show the villa has been maintained.
- Should tenants have access?
- The parts they need, such as isolators and contacts.
- How detailed should notes be?
- Enough for the next person to understand what was done.