In This Article
This text is introduced by RentRedi.
After I first began managing my rental properties, upkeep requests would throw off my total week. A tenant would name, textual content, or electronic mail about one thing being damaged, and I’d drop every part and scramble to search out the proper vendor, observe up for updates, and monitor receipts for bookkeeping.
This scramble was not sustainable, and I noticed I wanted a greater system if I used to be going to proceed self-managing my rental properties.
Creating an ordinary working process (SOP) for dealing with upkeep requests is among the best methods to streamline your property administration and take the guesswork out of emergencies. An SOP is merely a step-by-step doc that outlines how a selected course of ought to be carried out. The SOP is a repeatable guidelines that anybody in your workforce (or perhaps a digital assistant) can observe to maintain issues working easily—and hold you out of the scramble mindset.
With no clear upkeep SOP, small points can spiral into massive issues. Requests can get misplaced in your inbox, distributors may neglect to ship invoices, and repairs may drag on longer than they need to.
This could be a downside, not just for you and your schedule, however in your tenants as properly. Tenants may really feel like they’re being ignored as a result of upkeep delays. This may result in extra complaints and doubtlessly increased turnover.
For you and your funds, a scarcity of SOP can create issues. It turns into tougher to trace bills, forecast budgets, or show restore historical past for insurance coverage or tax functions with out clear documentation in place. The result’s lots of pointless stress and inefficiency that may very well be prevented with a easy, repeatable course of.
Why You Want an SOP for Upkeep
1. Consistency
When each request follows the identical course of, nothing slips by the cracks. You’ll know precisely the place issues stand with every restore, whether or not it’s a leaky faucet or a damaged furnace.
2. Time financial savings
An SOP eliminates repetitive decision-making. You received’t waste time determining what to do subsequent, since you’ve already mapped out your course of for any request. This turns into particularly worthwhile when you begin including extra models or hiring assist.
3. Higher tenant expertise
Tenants discover whenever you reply shortly and hold them up to date. A transparent upkeep system makes you look skilled, builds belief, and encourages lease renewals.
The Step-by-Step Upkeep SOP
RentRedi makes the tenant upkeep request course of straightforward as a result of every part will be dealt with immediately contained in the app, from the second a tenant experiences a problem to closing it out after repairs. Use this as a template or guideline to create your individual SOP in your rental properties.
1. Request submission by tenant
All the pieces begins when your tenant submits a upkeep request by the RentRedi app.
Tenant actions:
Opens the RentRedi app and selects Upkeep Request
Uploads pictures or movies of the difficulty
Describes the issue (location, particulars, urgency)
Submits the request
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Automated system actions:
The request seems in your Upkeep Dashboard in RentRedi.
You obtain an prompt notification by way of electronic mail or app push.
This method eliminates the back-and-forth communication that always occurs over textual content or electronic mail, and retains every part documented in a single place.
2. Evaluation and preliminary triage
As quickly because the request is available in, evaluation it fastidiously to determine how pressing it’s and what variety of restore it wants. Having the tenant ship pictures and supply extra element as an possibility of their portal provides you a lot extra to work with to be able to diagnose the difficulty and know who to name.
My upkeep individual all the time needs to know what instruments and supplies he must deliver. Having all this data helps reduce down the back-and-forth questions.
Steps:
Navigate to Upkeep > New Requests and open the submission.
Evaluation the tenant’s notes and attachments.
Assign a precedence degree:
Emergency: Leak, no warmth, damaged exterior door lock (instant response)
Excessive: Impacts habitability, however not an emergency (inside 24 hours)
Routine: Minor points (inside three to 5 enterprise days)
Add inside notes (for instance, “Tenant experiences leak close to water heater. Picture reveals minor drip.”)
Documenting upkeep requests the proper approach ensures that emergencies are dealt with quick, whereas much less pressing duties don’t get misplaced within the shuffle.
3. Assigning a vendor or upkeep tech
When you’ve reviewed the request, it’s time to ship it to the proper individual. RentRedi provides you choices for both assigning your individual vendor or utilizing their built-in 24/7 service.
Steps:
Click on Assign Vendor, and choose out of your saved vendor listing.
Moreover, you possibly can leverage RentRedi’s full-service upkeep program to supply distributors and repairs.
Add entry particulars (for instance, “Enter by way of storage code” or “Tenant dwelling after 5 p.m.”).
Affirm the seller receives the request and any attachments.
Message the tenant utilizing the Upkeep Chat to acknowledge receipt and share the subsequent steps, e.g., “Thanks for reporting this, Sarah. We’ve reviewed your request and have a vendor scheduled for tomorrow afternoon.”
4. Observe progress
Now that the request is assigned, your job is to be sure that it stays on monitor.
Steps:
Distributors can mark jobs as In Progress, Awaiting Elements, or Accomplished.
From the Upkeep Dashboard, filter by In Progress to view all open jobs.
Observe up if there’s no replace after 48 hours for high-priority points.
Use in-app chat to ship progress updates to the tenant.
This retains everybody knowledgeable and avoids pointless telephone calls.
5. Completion and verification
When the work is completed, confirm that the issue is definitely resolved earlier than closing it out.
Steps:
Vendor marks the request as Accomplished.
Vendor uploads earlier than and after pictures, and any invoices or receipts.
Evaluation the photographs and ensure completion.
Replace notes (for instance, “Leak repaired by ABC Plumbing, changed valve on 10/21/25.”)
Tenant receives a notification to substantiate satisfaction or reopen the request if wanted.
6. Recordkeeping and expense administration
Good recordkeeping protects you throughout tax season and helps you monitor property efficiency. Maintaining clear, correct information of your upkeep bills is simply as essential as getting the work carried out. With out organized bookkeeping, you possibly can simply lose monitor of restore prices, overpay distributors, or miss worthwhile tax deductions.
Correct monitoring helps you see patterns, like which properties are costing probably the most to keep up or which programs want alternative quickly, and it provides you a transparent image of your portfolio’s efficiency. It might additionally shield you throughout tax season or audits, because you’ll have documentation for each expense tied to a selected property.
Steps:
Connect invoices or receipts on to the request.
Assign an expense class (for instance, Plumbing, HVAC, Electrical).
Confirm the fee seems in Properties > Bills.
Export knowledge in your accounting software program.
Maintaining these bills organized in RentRedi saves hours of bookkeeping work later.
7. Shut and archive
As soon as every part checks out, shut the request and transfer it into your accomplished file.
Steps:
Mark the request Closed.
Transfer it to Accomplished Requests for historic monitoring.
Evaluation any upkeep analytics to get common response occasions, recurring points, and value developments.
This knowledge helps you catch repeat issues earlier than they flip into main repairs.
8. Observe-up and prevention
Lastly, use what you’ve discovered from previous requests to plan preventative upkeep.
Steps:
Schedule annual or seasonal inspections.
Add recurring reminders in RentRedi’s calendar instrument.
Hold your most well-liked vendor listing up to date for fast assignments.
Closing Ideas
Preventative work is sort of all the time cheaper than emergency repairs, and having it constructed into your SOP ensures it by no means will get ignored. A $75 HVAC filter change can stop a $5,000 system alternative. Common gutter cleanings can cease roof leaks and basis points earlier than they begin.
Past saving cash, proactive repairs protects your property worth and retains tenants happier, as a result of issues are solved earlier than they even discover them. If you construct preventative duties into your SOP, you shield your funding and create a smoother, extra predictable operation.
For those who’ve ever felt overwhelmed managing upkeep throughout a number of models, this course of adjustments every part. Constructing an SOP forces you to suppose by each step as soon as, so that you don’t need to reinvent the wheel each time one thing breaks.
Whether or not you’re managing one property or 50, RentRedi’s upkeep instruments provide the construction to reply quicker, keep organized, and hold your tenants joyful.
