In general, property managers do not pay for repairs. Instead, they facilitate and oversee the rental property repair process on behalf of the property owner.
Here’s how it generally works when you work with a local property management company:
- Maintenance Requests: When a tenant reports a maintenance issue or repair requirement, they contact the property management company. The property manager will then assess the situation.
- Authorization: If the repair is deemed necessary, the property manager will seek authorization from the property owner to proceed with the repair. The property owner is responsible for covering the cost of repairs.
- Contracting Repair Services: The property manager will hire and coordinate with contractors or service providers to address the issue. Property managers ensure that the work is completed to a satisfactory standard.
- Billing: The repair cost is typically billed directly to the property owner. Property managers do not cover the expenses themselves.
- Accounting: Property managers maintain accurate records of repair expenses and may include these costs in the monthly or annual financial reports they provide to property owners.
So, do property managers pay for repairs? The property management company takes care of everything except actually paying for the repair. On top of that, they have local contractors they’ve established relationships with and can get you quality repairs at a fair price.
But, what if you want to handle tenant maintenance requests yourself?
You’ll save on property management fees and might be able to save some money if you can find a low-enough quote. However, handling your own maintenance requests as a rental property owner can come with many inconveniences and late-night phone calls.
How to Deal With Maintenance Requests from Tenants
Here’s how successful self-managing landlords take care of tenant maintenance requests.:
1. Establish Clear Procedures:
Set up a straightforward system for tenants to submit maintenance requests. This could be through an online portal, email, phone, or a physical form. Ensure tenants know how to reach you in case of emergencies.
2. Respond Promptly:
Acknowledge receipt of the maintenance request as soon as possible, ideally within 24 hours. A quick response reassures tenants that their concerns are being taken seriously.
3. Evaluate the Request:
Assess the nature and urgency of the maintenance request. Some issues, like water leaks or electrical problems, require immediate attention, while others can be scheduled at a later date.
4. Prioritize Repairs:
Categorize maintenance requests based on their urgency. Create a system that differentiates between routine maintenance, urgent repairs, and emergencies.
5. Notify Tenants:
Inform tenants of the estimated time frame for addressing their maintenance request. Keep them updated throughout the process, especially if delays occur.
6. Contract Service Providers:
Depending on the nature of the repair, you may need to hire contractors, handymen, or repair personnel. Ensure that they are licensed and insured.
7. Supervise Repairs:
If possible, oversee the repair or have a trusted representative present. This ensures that the work is completed to a satisfactory standard.
8. Quality Control:
After the repair is completed, inspect the work to ensure that it meets the required standards. This can help prevent repeat requests for the same issue.
9. Document Expenses:
Keep detailed records of all maintenance and repair expenses. This documentation is important for tax purposes and for providing a transparent account to tenants.
10. Seek Tenant Feedback:
After repairs are finished, ask tenants for feedback to gauge their satisfaction with the process and outcome. This can help improve future maintenance procedures.
Other Things to Keep In Mind When Handling Tenant Maintenance Requests
Provide tenants with clear instructions for handling maintenance emergencies. They should know when to contact you directly and when to call emergency services.
Consider implementing regular preventative maintenance schedules to reduce the frequency of repair requests. This can include HVAC servicing, pest control, and seasonal property inspections.
Allocate funds in your budget for maintenance and repairs. This will ensure you have the necessary resources to address issues promptly.
Familiarize yourself with local, state, and federal laws and regulations that pertain to maintenance and repairs. Ensure compliance with tenant rights and landlord responsibilities.
Periodic property inspections can help identify maintenance issues before they become major problems. This proactive approach can save time and money in the long run.
Working With a Property Management Company in Columbia, MD
Handling tenant maintenance requests, and the overall maintenance of your rental property, can be pretty involved and time-consuming.
That’s why many rental property owners in Columbia, MD, work with a property management company like Mainstay Property Management.
At Mainstay Property Management in Columbia, MD, we take care of everything while you simply cash the rent checks. Of course, we keep you informed and in control the whole time through innovative property management software.
With us, you’ll get the best of both worlds. We believe in face-to-face, old-fashioned customer service and we streamline all of our operations with the latest property management innovations. With Maintsay, you can be involved as much or as little as you want.
Want to keep learning? Check out this blog on how to use a 1031 exchange to save big on taxes when selling a rental property.