Keeping your Maintenance Reporting Spot On

As a tenant, you are no doubt going to come across the need for maintenance on your leased property. Whether for a broken window latch, a wobbly fan, leaking tap or something more serious like a burst pipe or gas leak. It is more than likely going to happen.

As a tenant, the best habit to get into is the accurate reporting of any scheduled and emergency maintenance performed on the property. Accurately reporting maintenance requirements and the scheduled performed activities including who, where and when, ensures you are covering all bases in regards to your responsibilities as a tenant. Your property managers will also be super excited to have a well-organised and flexible tenant.

So, what are the best things you can do when arranging scheduled or urgent maintenance?

    1. Report the required repairs in writing to your property manager

      When we say in writing, we mean via email. Sending important information to your property manager via text message is a surefire way for them to lose your request. With constant communications back and forth between tenants and landlords, text messages can easily be overlooked. Sending your request via email ensures the information is kept on file and viewed within the office when it can be actioned immediately.

    2. The more information the better!

      Too much information about your required repair can never be enough. Include any photos and videos of the repairs required including any error messages on electronic equipment. All information regarding the product is helpful including the model and make. If the appliance/equipment has a sticker on it, snap a pic of the details and attach to your email.

    3. Be flexible with access times

      This is often a time of frustration for both tenants and property managers in arranging a suitable time to allow the designated tradesperson access. Being flexible with your days and times will ensure your required maintenance is performed promptly. Let us know if you are happy to arrange a time on your behalf and use our key to access your premises. If you prefer the tradesman calls you direct, ensure to answer as promptly as you can and arrange a time that suits both parties. Note that unless it is an emergency most trades cannot visit after hours – so being flexible here is key.

    4. Ensure your contact details are up-to-date!

      Making sure we have your correct contact details on file ensures that we can contact you and arrange your maintenance as quickly as possible. It is commonplace that we arrange repairs but tradesmen are left frustrated if they cannot contact you due to incorrect contact details.

In the case of urgent repairs

Tenants NSW states that an urgent repair is:

      • A failure or breakdown of the gas, electricity or water supply
      • A failure or breakdown of any essential service for hot water, cooking, heating, cooling or laundering
      • Any fault or damage that makes the premises unsafe or insecure
      • Serious damage from a natural disaster.

If you require an urgent repair, contact your agent to discuss immediately. In cases where you cannot contact your agent or after hours, contact the tradesman listed on your lease agreement directly.

If you cannot contact your listed lease tradesman, you are able to contact a tradesman of your choice to perform the urgent works.  Only pay up to $1, 000 as this is the limit your agent can pay you for reasonable costs. This amount should be repaid to you after 14 days.

In any case, making contact with your agent is your best first step in the process. Whether it be for regular or urgent repairs.

Need any repairs at your property? Email us at or and we’ll get right on it.