Keep the inspection report and repair approval connected
Give each repair a location and reference that all parties can recognise. Describe the observed condition without deciding liability: a cupboard hinge has pulled away, a bedroom door catches or a wall has nail holes. Keep any history of damp or earlier repairs attached to the same item. That history may change the appropriate scope even if the inspection photograph looks simple.
Record who can arrange entry, who approves the written quote and who can authorise a variation. An occupant providing access is not necessarily the person authorised to change the work. For common property, identify the relevant approval contact before proceeding. A target handover date should travel with the request, but attendance and completion still need direct confirmation.
Close the work order without losing unfinished items
At handover, match the completion record to the approved list. Note what was repaired, what was assessed but not approved and what needs further investigation. If matching paint or replacement hardware remained uncertain, record the agreed outcome instead of silently treating it as resolved. Completion photos can support this record when agreed, but a description remains useful where images are not available.
For several properties, keep each address, access contact and quote separate even when similar faults occur. A wall repair at one address does not establish the cause or price at another. We provide repair details for your property records and handover.
Build a Property Manager Repair List
Record the property address, affected room or exterior area, what the occupant has noticed, when it began and any continuing damage. Include previous related work where available. Photos are optional. If the occupant chooses to provide them, use only a stable, accessible position; they do not need to remove fittings, dismantle an item or investigate a hazard.
Before the next tenancy, keep wall holes, torn screens, cabinet faults and loose fittings as separate items. Alongside the room and priority, record these scope decisions:
- Retain, repair or replace: identify which existing parts you want kept, then check the relevant service: Doors and frames / Windows and sills / Cupboard doors and drawers.
- Who supplies the parts: say whether Ellis or the owner will supply the door, hinges, handles or runners. Confirm model, size and compatibility before ordering; available parts and access affect whether tasks can share a visit.
- Who handles the painting: agree local touch-ups or repainting a whole door or wall, and any painting the owner will complete. Confirm colour-matching limits and making good in the quote.
We review the reported condition and explain the work and access needed. Keep diagnosis separate from the original report so the approved scope follows the site findings.
Use our Perth handyman and interior repair services for the work itself, and the home repair priorities guide to organise the request.
For a vacate list, identify torn flyscreen repairs, wall patching and small cabinet hardware repairs separately so each task can be assessed and authorised.
Prioritise Rental Maintenance Repairs & Vacate Jobs
| Reported condition | Property manager action | Ellis work planning |
|---|---|---|
| An immediate hazard or loss of an essential service | Report it promptly through the property's urgent contact process. Keep occupants clear of unsafe areas. | Confirm the reported condition, access and authorised response before arranging the work. |
| Active or recurring damage | Identify whether water, movement or another issue is continuing. Escalate approval and record affected areas. | Assess the cause and connected damage, then explain the repair sequence and any immediate protective measure. |
| Routine repair or improvement | Group items by room, desired outcome and available access. Mark owner priorities. | Confirm the practical repair scope, materials and visit arrangements so approved tasks can be coordinated. |
WA rental repair categories and deadlines guide the property manager's obligations; they are not an Ellis arrival or completion guarantee. Keep statutory reporting requirements and the confirmed booking arrangements distinct.
Rental Property Repairs: Assessment & Quote Approval
Assessment authorisation should identify the visit purpose, access, any agreed inspection fee and what findings are required. It does not automatically approve materials or repair work. Repair authorisation should identify the accepted scope, price or pricing basis, spending limit and person empowered to approve a change.
Add the owner's approval limit and escalation contact without sharing unrelated financial or tenant information. Where owner approval is needed, record it before confirming the repair. Our repair quote preparation guide helps you assemble the scope details.
Coordinate tenant access and changes
For strata, identify whether the work concerns a lot or common property and who can approve it. For offices or shops, include trading hours, noise limits and mounting locations alongside the access instructions.
Confirm who may authorise entry, the access window, keys or concierge arrangements, pets, alarms, parking and relevant site rules. Give the occupant the Ellis team member's identity when confirmed and one contact path for changes. A preferred window becomes an appointment once we confirm it.
If the tenant reschedules, access is unavailable or the property manager's contact changes, update the job record and confirm a revised appointment with Ellis. Keep entry arrangements consistent with the property's tenancy requirements; a maintenance request is not permission to enter at any time.
Completion photos should focus on the repair, avoiding personal belongings wherever practical. Share only the job and access information needed for the work.
Confirm hidden damage and additional work
If inspection or opening an agreed work area reveals hidden damage, we record what has changed and explain the required repair. A written variation should state the additional work, materials, cost basis and effect on scheduling. The property manager secures approval from the authorised decision-maker before additional work proceeds.
Where a protective response is needed, confirm exactly what action is authorised. Temporary measures and the full repair remain separate entries: record the protection provided, remaining restriction and the work still required. Do not mark the entire request complete because one area has been made safe.
Use one handover record through to completion
Keep the tenant report, inspection findings, accepted quote, owner approval, access confirmation and variations together. Close each task against the approved scope rather than treating a mixed list as one undifferentiated job.
- Property address, job reference, requested task and authorising contact.
- Approved repair scope, price basis, purchase-order reference and billing recipient.
- Work completed, materials or components addressed and relevant completion photos.
- Written variations, owner approvals and any items excluded or not yet completed.
- Temporary measures, restrictions, monitoring and follow-up owner or occupant action.
- Completion date, recipient of the handover and invoice checked against the approved work.
A completion record documents the agreed repairs; it is not a bond decision, statutory inspection or confirmation that concealed defects are absent. Tell the occupant and owner what was completed and what remains. Store the record securely so the next request starts with useful job history.
Property Maintenance Coordination: Common Questions
What should a property manager include first?
Include the property address, observed problem, priority, access contact, owner approval path and relevant job history. Safe existing photos and approximate measurements are optional.
Does assessment authorisation also authorise repairs?
No. Assessment authorisation covers the agreed inspection and any stated fee. Repair authorisation confirms the written work scope, price basis and spending limit before repairs begin.
What happens if Ellis finds hidden damage?
We record the finding and explain its effect on the repair scope. The property manager obtains the required owner approval for a written variation before additional work proceeds.
How are temporary measures recorded?
Record the measure taken, the area it protects, any remaining restrictions and the follow-up repair still required. A temporary measure does not close the original repair request.
Can one request cover a whole portfolio?
Yes. Use a separate record for each address, with its own tasks, access, approval limit and completion status. Agree portfolio arrangements with Ellis before booking.
Who receives the invoice and completion record?
Confirm the billing entity, purchase-order or job reference, approved scope, variations and recipient before booking. Match the invoice and handover record to those approvals.
Rental Maintenance & Vacate Repair Lists
Can a Perth handyman coordinate access with tenants?
Yes. Provide the authorised property contact and agreed access arrangements when booking. We confirm the repair scope and quote with the person who can approve the work. Changes or additional repairs need approval; permission to enter is not approval for every task.
Can you quote for wall holes, torn flyscreens and a damaged cupboard before moving out?
Yes. List the affected items and confirm which repairs the landlord or property manager has authorised. We assess patching, screens and cabinet hardware as defined tasks and agree timing directly with you.
Strata Minor Repairs, Office Repairs & Shop Fittings
Can a handyman carry out approved strata maintenance in Perth?
We can assess approved strata maintenance after the authorised contact confirms the work and access. Specify whether the item is within a lot or on common property. Fire doors, electrical systems and other specialist components require the appropriate assessment, not a general repair assumption.
Can you assemble office desks and hang whiteboards outside trading hours?
Tell us the products, quantities, mounting locations and preferred access window. We check the fixing surfaces and confirm the booking directly. Include parking, building access and the person who can approve work; after-hours access does not remove noise or building restrictions.
Send your property maintenance request to Ellis →
Use our rental property maintenance service to discuss the repair list, quote approval, tenant appointment and key arrangements. Separate homeowner, rental and strata responsibilities before booking.
Related repair services
What to take from this guide
Rental maintenance coordination depends on a traceable link between the observed fault, permission to assess, approval to repair and the completion record. A mixed inspection list can be planned together while each task keeps its own scope and dependencies. Existing photos can help us understand the repair list. Use the FAQ questions to clarify authorisation and handover, then review property maintenance services and submit the address, access contact and approved repair priorities for assessment.
Review the relevant questions · Property maintenance requests