When supervising an apartment complex, a housing facility or even a residential building, your tenants at one time or another, may call you to fix a problem in their units. It could be as simple as a dripping faucet or major electrical issues. Notifications for such issues can come in the form of random calls, emails or even online requests. To handle these maintenance problems in an organized manner, you should use a maintenance request form.
The advancement of technology has resulted in the maintenance of many different things. In the office, for instance, the structure, the maintenance of equipment, the workplace, and even company transports have become a necessity. You need these to keep your assets from deterioration and to make sure that everything is in top condition.
Whatever type of maintenance, whether it be vehicles or an apartment complex, the use of a maintenance request form provides you with all of the documents you need for maintenance issues. You can either make your own maintenance request form or download them online, then edit them to suit your needs.
You can also use a maintenance request form template to gather maintenance requests and prioritize these according to urgency. Of course, you have to deal with urgent matters first. With this organized manner of dealing with issues, your tenants will appreciate such a level of service. Here are other reasons for needing a maintenance work order template:
Maintenance is an important factor in keeping your equipment, your home, your car, and more, running in top condition. It can also prevent the occurrences of environmental hazards that might cause injuries, accidents, and even those that prove fatal. Maintenance of assets may include a number of tasks like replacing, repairing, servicing, testing, and inspecting.
You should perform maintenance regularly to ensure the safety of assets while preventing deterioration. Depending on the nature of the tasks, there are different types of maintenance to perform including:
When supervising an apartment complex or the like, there are some responsibilities that you would have like making sure that the supply of water and heat are always in working order. Beyond these basic requirements, you should define the liability of responsibility for maintenance in your lease agreement.
As a landlord, you have the responsibility to fix issues and damages that aren’t caused by the misuse of the property. Should this happen, the tenant will make a request for maintenance whenever something happens. Your tenants can notify you by phone or through writing. When many such requests come in, this can become confusing. But the use of the maintenance work order template can help you stay organized.
After receiving a request from one of your tenants, you must decide what you plan to do about the repair and when will you respond. In cases where the property’s habitable condition is at stake like when there’s no electricity or running water, most states require an immediate response where you should fix the problem within 24 hours.
For non-emergencies, you will have a period between 5 to 7 days to respond to the repair request forms. There are also instances where you find out that the problem was actually caused by a tenant due to neglect or misuse. As such, you can send your tenant a bill to cover the cost of repairs as long as you specified this in your lease agreement.
ou can provide your tenants with copies of the maintenance request form when they move in. This will make things easier between the two of you to deal with maintenance issues later. The form may look simple but it provides the structure you need to collect requests in the most organized way. Moreover, every bit of information provided by the tenant in the form will be essential to your business:
You should also let your tenants know if they should also call you to inform you that they have sent in maintenance requests. Some landlords find this redundant although others like this redundant layer of notification. Ultimately, it will be your call.
For general maintenance issues or the non-urgent types, tenants should make sure that they give their property manager or landlord as many details and information as possible. If they deem it relevant, provide the landlord with a list of each item that needs repair and include the relevant details, whether it is an electric or gas appliance, the make and model, the brand, and in which room to perform maintenance. This enables the landlord to act on the issue at the soonest possible time.
Once the landlord or property manager receives the request, they have to give access to a specialist or contractor the unit to make the necessary repairs. In cases of major repairs, an initial quote may be necessary for the landlord to approve before they can complete any repairs. For urgent repairs, if the issue occurs during business hours, tenants need to contact the landlord or property manager immediately to report urgent issues.
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