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Water Leak Report Form

A leak detection report form for plumbers to record a reported or discovered water leak: location, source, severity, damage, action taken and follow-up. Free PDF download.

What is it?

A water leak report form is a single-page record completed by a plumber when attending a reported or discovered water leak. It records the property and reporter details, the location and visible source of the leak, an assessment of severity and any resulting water damage, the action taken to make the situation safe or to repair it, any parts required, and the recommended follow-up. It is the factual evidence of the incident: useful for invoicing, for insurance claims, for landlord records and for tracking whether a recurring leak has been properly resolved.

About this template

When a plumber is called to a leak, a clear written record matters as much as the repair itself. A water leak report form captures where the leak is, what is causing it, how serious it is, what water damage has occurred, what action was taken on the day and what still needs to be done. This protects the customer, the plumber and, where a claim is involved, the insurer, by providing a dated, factual account of the problem and the response. It is essential for landlords, managing agents and anyone whose leak may lead to an insurance claim or a follow-up repair.

When to use

  • When attending a call-out for a reported water leak, burst pipe or escape of water
  • When a leak is discovered during other work or during a property inspection
  • When a leak cannot be fully repaired on the first visit and a follow-up is needed, to document the interim action taken
  • When the leak has caused water damage that the customer or landlord may need to claim for on insurance
  • When a landlord or managing agent needs a documented record of a leak and the response in a rental property
  • When a leak is recurring, to build a history that helps identify the underlying cause

Tips

  1. 1Record whether the water supply has been isolated and show the customer where the stop tap is. Making the situation safe is the first priority and should be documented clearly
  2. 2Photograph the leak source and the water damage before you start work; once a repair is made and the area dries out, the evidence for any insurance claim is gone
  3. 3Be precise about the source. 'leaking 15mm compression joint under bath' is far more useful for a claim or a follow-up than 'leak in bathroom'
  4. 4If you cannot locate the source on the first visit, say so plainly and record what you did to investigate; an honest 'source not yet located' is better than a guess that turns out wrong
  5. 5Always note the recommended follow-up and give the customer a copy. A leak with damage often becomes an insurance matter, and a clear dated report from the attending plumber carries real weight

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Frequently asked questions

Why should a plumber use a leak report form?

A leak report form creates a dated, factual record of the leak, the damage and the response. It supports accurate invoicing, gives the customer and any landlord a clear account of what happened, helps with insurance claims where an escape of water has caused damage, and builds a history for recurring leaks. It also protects the plumber by documenting exactly what was found and what action was taken on each visit.

Is a leak detection report the same as a water leak report?

Yes for this template. Whether you found the leak by eye or with detection equipment, the report records where it is, what caused it, how serious it is, what damage followed, and what you did. Insurers and landlords usually ask for that factual leak detection report after an escape of water.

Does a leak report help with an insurance claim?

Yes. Escape of water is one of the most common home insurance claims, and insurers want clear evidence of the cause and extent of the damage. A leak report form completed by the attending plumber (with the source identified, the severity recorded and dated photographs attached) gives the customer credible, independent documentation to support a claim. Capturing this on the first visit, before repairs and drying, is important.

What should I do if I cannot find the source of the leak?

Record it honestly as 'source not yet located' and document the investigation you carried out and any areas you were unable to access. Where safe, isolate the supply or the affected section to limit further damage, and arrange a follow-up visit, which may need leak detection equipment. An accurate report that admits the source is not yet found is far better than a guess that leads to an incorrect repair.

Who keeps the leak report form?

The plumber should keep a copy for their records, and the customer or occupier should be given a copy. For rental properties, the landlord or managing agent should also receive one. If an insurance claim is likely, the customer will need their copy to pass to the insurer. Keeping leak reports on file for at least six years aligns with general record-keeping and limitation periods for civil claims.

How is leak severity assessed on the form?

Severity is recorded by describing the rate of water loss (a slow drip, a steady leak, flowing water or a full burst) and by noting whether the water supply has been isolated and how much damage has resulted. This gives a clear picture of urgency: a slow drip behind a wall and a burst pipe flooding a ceiling are very different situations, and the form should make that distinction obvious to anyone reading it later.

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