Back to the Tenant Maintenance Requests template

Tenant Maintenance Requests checklist

Handle tenant maintenance requests with the owner's approval on record before any tradie is booked.

Request referenceDate started

Work down the steps in order. Fields marked * must be filled in before moving to the next step.

  1. 1. Lodged

    The tenant has reported something that needs fixing.

    • Enter the Property address, pick the Tenant and pick the Owner.
    • Describe the Request in the tenant's words, plus anything you learnt on the phone.
    • Set the Urgency. Burst pipes, no hot water, gas leaks and serious roof leaks are urgent repairs.
    • Ask the tenant for Tenant photos and any Access instructions (pets, alarm, best times).
    Completed byDate

  2. 2. Owner approval

    The owner has agreed to the work and a spending limit.

    • Send the Owner the request, photos and any Tradie quote.
    • When they reply, record who approved it and how in Approved by owner (e.g. "Owner, by email 18 Oct").
    • Enter the Approved limit in dollars.
    Completed byDate

  3. 3. Tradie booked

    A tradie has a date to attend.

    • Pick the Tradie and set Booked for.
    • Give the tradie the Access instructions and the Approved limit. Ask them to call before going over it.
    • Tell the tenant the date, giving the notice your state requires for entry.
    Completed byDate

  4. 4. Done

    Work finished, tenant told, invoice on file.

    • Write what was done in Completion notes.
    • Confirm with the tenant that it is fixed and record who told them in Tenant notified by.
    • Attach the Tradie invoice and pass it on for payment from the owner's funds.
    Completed byDate