Maintenance Record
About the Maintenance Record
A digital maintenance record form for educators to document maintenance issues, repairs, and upkeep at the education and care service premises. Under Regulation 103, the approved provider must ensure premises, furniture, and equipment are safe, clean, and in good repair. This form captures date, time, description of the maintenance issue, photo evidence, and responsible person review.
Also called
- Maintenance request form
- Repair request form
- Facilities maintenance log
What's on this form
Every question included in the maintenance record. Add, remove or reword any of them in the form builder.
Step 1 — Completed first
Filled in by the educator or responsible person
Date
Date
Time
Time
Description
Long answer
Commentsoptional
Long answer
Person Completing Form
Educator signature
Step 2 — Responsible Person
Completed by a staff member at the service
Responsible Person Details
Educator signature
How this form gets signed
This template runs as a multi-step signing workflow. Each person is notified in turn, and every signature is timestamped and stored against the record.
- 1
Responsible Person
Signs inside the service, using a staff PIN
Australian regulations this form supports
The maintenance record is built around the Education and Care Services National Regulations. These are the regulations it helps you meet.
Premises, furniture and equipment to be safe, clean and in good repair
The approved provider must ensure that the service premises and all equipment and furniture are safe, clean and in good repair.
Read the full text of Reg 103
(1) The approved provider of an education and care service must ensure that the education and care service premises and all equipment and furniture used in providing the education and care service are safe, clean and in good repair. (2) This regulation does not apply to a part of a family day care residence that is not used to provide a family day care service.
Provided for information only and may not reflect the latest amendments. Refer to the Education and Care Services National Regulations (NSW) for the official legal text.
Where this form fits
The maintenance record is part of these jobs — each guide walks through the whole sequence and the other forms that go with it.
Daily records: what educators fill in as things happen
The records your staff complete during the day — incidents, illness, medication given, and observations of children’s learning.
Forms your educators fill in
The records staff complete — incidents and illness, medication given, observations, safety checks and transport.
Questions about the maintenance record
What is the maintenance record used for?
A digital maintenance record form for educators to document maintenance issues, repairs, and upkeep at the education and care service premises. Under Regulation 103, the approved provider must ensure premises, furniture, and equipment are safe, clean, and in good repair. This form captures date, time, description of the maintenance issue, photo evidence, and responsible person review.
Who fills in the maintenance record?
The maintenance record is completed by educators or the responsible person at the service. Staff open it on any device and sign with a service PIN, so there's no separate login to manage. It then moves through 1 signing step — Responsible Person — with each signature timestamped against the record.
Which Australian regulations does the maintenance record meet?
It is built around Reg 103 of the Education and Care Services National Regulations. Reg 103 covers premises, furniture and equipment to be safe, clean and in good repair. Every question the regulations require is already on the form.
Is the maintenance record the same as a maintenance request form?
Yes. Different services use different names for this form — it is also called maintenance request form, repair request form and facilities maintenance log. They all describe the same record, and this template covers it. You can rename it to whatever your service already calls it.
Can I change the questions on the maintenance record?
Yes. The template comes with 6 fields ready to go, but you can add, remove, reword or reorder anything in the drag-and-drop form builder, and add your own conditional logic and signing steps. Your changes only affect your service's copy.
Is the maintenance record free?
Yes — the maintenance record is free to use on the Childcare Forms free plan. No credit card is required to create an account and start sending it.
Ready to use it?
Create a free account, change anything you want, and send it to your first family. No credit card needed.