About this template
Maintenance Request & Case Management Property 2026/2027 is a fully editable package for landlords, housing cooperatives (BRF), property owners, and smaller managers. Get a professional maintenance request form, action and feedback protocols, a detailed user guide, English working documents, and an Excel tool for registration, responsibilities, dates, contacts, and follow-up.
SEK 79 – one-time purchase. No ongoing system fees. Use Word for requests and protocols, PDF for printing, and Excel for the shared overview. This is an offline-based work tool, not a resident portal or an automatic alarm system.
Version 1.0, relevant for 2026/2027. Editorially reviewed against Chapter 12 of the Swedish Land Code and the Swedish Authority for Privacy Protection (IMY) guidelines on data protection. The documents have not been individually legally reviewed, government-approved, or security-certified.
What is included – five document types and nine files
| Document | Content | Format |
|---|---|---|
| Maintenance Request – form | Case ID, property, room, contact channel, defect type, description, time, risk assessment, and attachment reference. | Word + PDF |
| Action Protocol & feedback | Case officer, actual risk assessment, order, completed actions, inspection results, and feedback. | Word + PDF |
| User Guide | Separate Swedish step-by-step guide with work methodology, Excel instructions, common errors, and legal sources. | Word + PDF |
| Property Maintenance Request – English | Supplementary English working documents adapted for Swedish conditions; not a full translation of the main documents. | Word + PDF |
| Case Register for properties | Excel with overview, cases, actions, properties, contacts, and instructions. | Excel XLSX |
Total: 4 DOCX, 4 searchable A4-PDFs, and 1 XLSX collected in a ZIP file. Swedish is the primary language.
Who is this template package for?
For Housing Cooperative (BRF) boards needing to distribute maintenance requests between residents, the board, and managers; landlords wishing to document defects in apartments or premises; property managers requiring traceable service history; and companies with their own premises that want to consolidate simple service requests. Permissions, emergency routines, and division of responsibilities must always be adapted to your own agreements, statutes, and actual operations.
Six interconnected Excel sheets
| Tab | Function |
|---|---|
| Overview | Dashboard with counts of registered, open, overdue, manually marked as urgent, verified closed, closed without inspection, and registered actions. |
| Cases | 150 prepared rows: registration date, property ID, priority, responsibility, target date, status, and separate verification date. Calendar status is calculated. |
| Actions | 150 rows for action, performer, completion date, cost, target date, and result inspection. |
| Properties | 100 prepared property IDs with object, address, responsible party, and internal emergency reference. |
| Contacts | 150 rows for communication channel, case reference, date, notes, and feedback. |
| Instructions | Instructions regarding functions, status, data protection, and official sources. |
Excel includes validation lists, formula-based calendar status, and automatic compilation. A case manually marked as Closed without both a verification date and a completion date is flagged INSPECTION MISSING. The formulas provide administrative decision support – they do not assess technical safety or legal requirements. No automatic e-mail or emergency link is included.
How to use the package – step by step
- Establish routines. Specify who receives requests and provide separate instructions for emergency incidents.
- Register a unique case ID. For example, FA-0001; enter property ID, defect type, and where the defect is located.
- Assess actual responsibility and priority. Consider risk, rental agreements, BRF statutes, authority requirements, and the need for emergency services.
- Plan an action. Save the order, performer, internal target date, and relevant documentation.
- Register actual work. Document when actions have been completed; distinguish between order and execution.
- Verify. Check results and remaining defects before closing.
- Provide feedback and archive. Register contact and decisions, limit access, and delete personal data according to appropriate routines.
What applies to defects and deficiencies in rental properties?
Rules regarding the condition of an apartment and the landlord's maintenance liability can be found in, among other places, Chapter 12, Sections 9, 11, 15, and 16 of the Swedish Land Code (1970:994). For residential rentals, there is a fundamental obligation for the landlord to keep the apartment in the prescribed condition. Liability and possible legal consequences depend on the defect, circumstances, and agreements. Filling out a form does not automatically create a right to rent reduction or compensation. For housing cooperatives, the distribution of responsibility may instead depend on the Tenant-Ownership Act and the association's statutes.
GDPR: Maintenance requests may contain personal data. Establish the purpose and legal basis, inform the data subjects, limit access, do not save more than necessary, and have a deletion routine. Avoid social security numbers, health information, and privacy-sensitive photos in openly shared Excel registers. A separate technical or legal assessment may be required.
Common mistakes
- Using a standard web or Word form as the sole channel for emergency defects.
- Confusing internal calendar deadlines with general statutory remediation times.
- Closing a case just because a work order has been placed.
- Not documenting inspection results and feedback.
- Mixing cases from different properties when unique IDs are missing.
- Sharing personal data without appropriate access rights.
Frequently Asked Questions
Does the template work for a housing cooperative (BRF)?
Yes, it can be used by a BRF board and adapted for property caretakers, members, and managers. The division of responsibility must align with current statutes and rules.
Can maintenance requests be sent to tenants?
Yes. The Word template can be edited and PDF can be used for printing and distribution. Supplement with real contact channels for emergency damage and information about personal data.
Is Excel a complete case management system?
It is an offline-based register with formulas and follow-up, not a logged-in portal with automatic notifications or access control.
Does Excel calculate delayed cases?
Yes, based on registered internal target dates, not based on an assumed generic statutory deadline.
Can a closed case lack verification?
Yes, but in that case, Excel provides a specific warning. The actual decision to close the case must be made by the responsible person.
Are there English documents?
Yes, a supplementary English working document adapted for Swedish conditions is included. The main documents and the detailed user guide are in Swedish.
Format and download
SEK 79. Digital ZIP package with 4 Word files, 4 PDF files, and 1 Excel workbook. No physical shipping. Automatic file transfer after purchase assumes that the ZIP file has been linked to Shopify Digital Products.
Legal sources
- The Swedish Parliament: Land Code (1970:994), Chapter 12
- IMY: Right to information about personal data processing
- The Swedish Courts: Rent and Tenancy Tribunals
Related templates
For assignments involving an external caretaker, you can use Service Agreement & Maintenance Agreement and for documenting an individual service intervention Work Order & Service Protocol.
Disclaimer: This is a general document product, not legal advice, emergency property service, technical safety inspection, or an approved government system.
