Tenant Repair Request Checklist
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Table of Contents
Introduction
Use this internal staff workflow after a tenant has reported a repair. Capture a clear fault and room/asset reference, triage the case, confirm authorized work and access, track the visit, and verify the original issue before closure.
Play follows the handling sequence. List shows the full case, and Form gives staff an overview of the same description, appointment and verification fields. These are internal records; the checklist does not create a public repair-request form.
Use the property’s approved request system, emergency contacts, access process and spending authority. Keep tenant contact details and sensitive access information in that system, with only the necessary operational references here.
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Record a permitted internal request/property-unit reference. Keep tenant identity, contact details and full addresses in the property system.
Use the actual received time from the approved channel. Record the time zone in Comments when needed.
State the tenant-reported symptom without diagnosing its cause: for example, water appearing below a basin when the tap runs. Attribute any later staff observation separately in Comments. Store only necessary operational information.
Record the practical location needed to find the fault, such as bathroom basin or kitchen ceiling. Use the case reference for the property; keep full contact and access details in the approved system.
If permitted evidence exists, record the property-system photo or document reference. Keep unrelated people, possessions and private information out of this operational record.
Use the approved triage and emergency contacts. Urgent conditions must not wait for normal appointment handling. Record the receiving lead and time in Comments.
Record the person or role who accepted responsibility for the next action. A referral without acknowledgment is still pending.
State the work authorized for this case, or reference the controlled work order. Separate the reported fault from the approved scope; new work requires the appropriate approval.
Verify the approved scope and spending authority in the property’s process. Record the authorization reference or pending approval owner. Do not commission unapproved extra work.
Use the approved provider for the scoped work and qualified personnel where required. Record the assignment reference; do not store insurance or identity document copies here.
Follow applicable local obligations and the property’s tenant-access arrangements. Record agreement status only; keep keys and codes secure.
Record the agreed date, arrival window and time zone, not an unconfirmed preference. Keep the access arrangements in the approved property record.
Use the approved tenant and contractor communication routes. Record whether both have the agreed window or who still needs follow-up. This checklist does not send a message.
Record the actual attendance and findings in the request system. A missed visit, new scope or delay needs an accepted next action.
Reference the contractor’s work record or summarize the actual repair. Distinguish completed work from additional work recommended or awaiting approval.
Record the agreed next update time and the work contact or role responsible, or reference the update already sent. This field does not send or schedule a message.
If the visit failed, parts are missing or the scope changed, state the next practical action and accepted owner. Keep the request open in the property system and obtain any additional authority before work.
Where work remains open, record the agreed review time and set the actionable task’s due date in the usual controls.
Record what was done and a permitted evidence reference. Attendance or an invoice alone does not establish that the original fault is resolved.
State the agreed, safe check that would show the reported fault is resolved, such as no visible water during authorized normal use after the specified repair. Qualified personnel perform specialist tests. Do not improvise a technical acceptance threshold.
Use the agreed check and the authorized reviewer or tenant feedback as appropriate. Record whether the original fault is resolved; an invoice or attendance alone is not verification.
Record the authorized staff/contractor role or note that tenant feedback is recorded in the property system. Do not duplicate tenant contact details.
Use the actual time of the accepted check or feedback.
Record the authorized closure reference, or the reopened issue and accepted next action. Keep unresolved work open in the property system and inform the tenant through the approved route.
Record whether the approved outcome update was sent and acknowledged where the property process requires it. A continuing fault must return to the case owner.
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Details
A useful repair record distinguishes the reported symptom, approved scope, work claimed complete and verified outcome. Each has its own field so a contractor visit or invoice cannot silently stand in for resolution.
For example, a basin leak may be reported repaired but still appear during normal authorized use. Record the continuing symptom and verification evidence, assign the next action and keep the case open in the property system.
Urgent conditions follow the property’s emergency process, not the ordinary appointment queue. If a visit fails, access is unavailable or the scope changes, record the new plan and tell the tenant through the approved channel. Do not close solely because a contractor submitted an invoice.
Who it's for
A property manager triages a reported repair, arranges approved work/access, updates the tenant and verifies the outcome before closure.
How to use
- Save a Checklist for one reported repair or a reusable staff Template. Enter the case/unit reference, received time, fault, room/asset and accepted owner.
- Use Play for case handling, List for all steps, or Form to review the answer record. Apply the property’s urgency process immediately; do not delay emergency escalation to complete fields.
- Record approved scope, work/spending authority, contractor, lawful access status and the actual appointment window. Confirm that the tenant and contractor have the arrangement.
- Record the visit and actual work. Give a missed visit, changed scope or delay an accepted next action, update commitment and review time in the approved request process.
- Record completion evidence, the agreed original-fault check, result, verifier and time. Close only through the authorized property process; otherwise carry the case forward and update the tenant.
Tenant Repair Request Checklist Frequently Asked Questions
Is this a public repair-request form?
No. It is the internal staff handling workflow after a repair has been reported. Form view is an alternate view of the same case record; it does not enable a public intake route.
How quickly must a repair be handled?
Apply local obligations, the nature of the issue and your property’s service targets. This generic checklist does not state a universal legal deadline.
What if the tenant says the repair did not work?
Record the continuing issue, review the completion evidence and reopen or escalate the request. Assign the next action and update time.
What should happen after a missed appointment?
Record what happened without guessing why, confirm the next action with the responsible provider or manager, and agree a new access window where needed. Update the tenant through the approved route and keep the request open.
Can an invoice or contractor message close the case?
It can support the completion record, but it does not replace the agreed verification. Check the original reported issue and record who verified it, when and against what evidence. A continuing fault requires a reopened or assigned follow-up.
Where should tenant contact details and access codes go?
Keep them in the approved property and secure access systems. This checklist needs only a permitted reference, work status and necessary operational evidence. Do not copy keys, codes, identity documents or unrelated tenant information into task notes.
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