Maintenance is a workflow for issues that arise during a tenancy. Triage reports, instruct repairs, update the tenant and confirm completion. The safety guide deals with scheduled legal checks; the inspection guide explains how to assess condition with the tenant in place.
Repair priority guide
Make safe and instruct help immediately
Respond quickly and give a clear plan
Book a suitable appointment
Add it to the maintenance calendar
Make reporting simple
Tell tenants where to report a repair, what information to include and how to report an emergency outside normal hours. Ask for photographs where useful, but do not delay action when there is a clear risk to people or the property.
Prioritise by risk and impact
Respond first to gas smells, serious electrical faults, major water leaks, insecure external doors and loss of essential heating or water. Record the time reported, action taken, contractor attendance and any temporary safety measure.
- Immediate safety risk
- Loss of an essential service
- Active damage to the property
- Routine repair or planned improvement
Use suitable contractors
Check qualifications where the work requires them and confirm insurance for larger jobs. Give the tenant reasonable notice for access unless there is an emergency. Explain the problem clearly to the contractor and confirm completion with the tenant.
Build a planned maintenance calendar
Track certificate renewal dates, boiler servicing, alarms, gutters, external condition, seals, ventilation and any recurring issue. Regular inspections can identify early warning signs, but they should be arranged with the tenant and carried out at reasonable times.
