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Routine and Non-routine Maintenance

Work Orders and Routine Maintenance

Housing and property management staff should be trained to help tenants who request assistance

to complete work order forms. Staff should be directed to compile work orders in a designated area

for review by the building manager (if applicable) and routing to the maintenance department. The

tenant making the request should receive a copy for his or her records.

If the maintenance/repair problem is not an emergency, the work should be scheduled promptly by

the maintenance department, and the planned date for completion should be entered on the work

order form.

Sometimes the maintenance problem is an emergency. If there is a serious situation (for example,

gas or water leaks — not just a faucet or running toilet — fire or electrical hazard, or a natural

disaster) staff should be trained to contact the building manager or designated personnel for

guidance.

Damage Within Normal Wear and Tear

Some wear and tear on a unit is to be expected over time, and tenants should not be charged for

costs associated with repairing such damage. Property owners know that appliances, fixtures and

furnishings in the rental unit will not last forever and will need to be replaced or repaired when

damaged or worn out.

The rental agreement should define the expected life of various items within the unit, such

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as carpets and floor surfaces, stoves, refrigerators, bath fixtures and appliances, bed frames

and mattresses.

If an item in a tenant’s unit needs to be replaced or repaired sooner than the timeframe

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defined in the rental agreement, the manager or designated representative should replace

or repair that item promptly, at no charge to the tenant.

Damage Beyond Normal Wear and Tear: During Tenancy

At times, it may be necessary to charge a tenant for causing extensive damage to a unit, if that

damage does not reflect normal wear and tear. If such damage comes to the attention of

management during tenancy, tenants should be notified using a form such as the sample provided

in Appendix 1.

In the performance of maintenance and/or property management activities, or during formal

inspections of units, supportive housing staff also may become aware of unsanitary conditions

within tenant units. Such unsanitary conditions can pose a significant health risk for tenants and

can make maintenance and upkeep of the units more challenging.

Corporation For Supportive Housing Routine And Non - Routine Maintenance Work Order Forms