Property maintenance work order template

Assess the issue based on three key factors: safety concerns, potential for property damage, and impact on tenant comfort. High priority should be assigned to issues that pose safety risks (electrical hazards, gas leaks), could cause significant property damage (active water leaks), or severely impact habitability (no heat in winter). Medium priority typically includes functional issues that affect tenant comfort but aren’t emergencies. Low priority covers cosmetic issues and minor repairs that don’t affect functionality.

After receiving and documenting a request in the work order template, promptly acknowledge receipt to the tenant. Share relevant details like the assigned priority level, expected timeframe for addressing the issue, and the assigned maintenance person’s name. Once the work is completed, follow up with the tenant to confirm their satisfaction. This communication loop builds trust and demonstrates professionalism in your property management approach.

Always attach photos showing the condition before and after the repair, detailed notes from the maintenance personnel about what was done, receipts for any parts or materials purchased, warranty information for new components, and confirmation of tenant satisfaction. This comprehensive documentation creates a valuable maintenance history for each property, supports expense tracking for tax purposes, and provides protection in case of disputes.