One of the biggest benefits of renting a house rather than buying one is the fact that renters don’t need to worry about maintenance. House maintenance is the responsibility of the landlord or property manager, saving renters time and money. Indeed, the only thing the renter needs to do is report any issues they come across during their lease.
But reporting a maintenance issue isn’t always as straightforward as it might seem at first glance. Getting it wrong can see the issue neglected and, in the worst case, can result in the renter being blamed for damage caused by not reporting the issue promptly.
With that in mind, this guide offers sage advice to help renters ensure their maintenance requests are made on time and effectively.
Why It’s Important To Report Maintenance Issues Properly
Effectively reporting maintenance issues promptly is essential for maintaining a safe and comfortable home. But beyond that, maintenance reports are a key responsibility for renters. Failure to report an issue can result in breaking the terms of the lease agreement and being subject to penalties.
The major benefits of making prompt and effective maintenance reports are as follows.
1. Prevent Issues From Escalating
Most major maintenance problems start off as smaller issues. By recognizing and reporting these problems early, renters can often prevent them from escalating into far more problematic and expensive issues.
A leaky shower is a prime example. If the initial leak is reported early, the fix is usually relatively easy and inexpensive. However, if the leak isn’t attended to, further damage can be caused, such as mold growth and more significant water damage. The result is higher repair costs and more time spent resolving the issue, not to mention typically more disruptive work being necessary.
2. Maintain Safety and Security
Issues such as faulty electrics or security issues, like a broken lock, can cause a rental house to become unsafe if left unattended. But by reporting the issue quickly, the safety of the house can be maintained.
3. Fosters a Positive Landlord-Tenant Relationship
Prompt and effective reporting of maintenance issues can help renters forge a stronger relationship with their landlord. In turn, this can result in several tangible benefits, such as better renewal terms and positive references.
4. Protects the Renter in Case of Disputes
In an ideal world, the renter will report any maintenance issues, and the landlord will promptly fix them. However, this doesn’t always happen, and a small problem can escalate into something larger despite the renter reporting it. By fully documenting and recording their reports, renters can protect themselves against potential disputes should an issue escalate.
How To Report a Maintenance Issue in 9 Easy Steps
With an idea of the importance of accurate maintenance issue reporting, let’s take a look at the key steps renters need to take when making a report.
1. Start Strong: Fully Document the Move-in Inspection
When moving into a new rental house, renters are advised to carry out a move-in inspection. It’s worth taking time to fully inspect the house on day one and raising any issues that the landlord might have missed on their inspection. A comprehensive move-in inspection checklist is always helpful, and all issues uncovered should be photographed or videoed, with a clear description, and reported to the property manager/landlord.
2. Clearly Identify the Maintenance Issue
From a leaky faucet to a lack of heating, whatever the issue is, it’s important to clearly identify it first and foremost. Note the specifics, such as the location of the problem, any signs of damage, and the exact nature of the issue.
3. Provide Visual Evidence
It’s important to take as many photos as possible. This will help maintenance teams understand the exact nature of the problem and enable them to provide the most efficient fix. In some cases, videos might be necessary, but otherwise, photograph the issue from various angles. For issues with appliances, be sure to gather useful information such as the model number and dimensions.
4. Write Up the Report
The more details the renter can provide, the better. Besides describing the nature of the issue and the exact location, it’s worth mentioning when the issue started, or was first noticed, and any measures the renter may have taken so far.
Be sure to give the issue a priority. For example, major issues should be marked as urgent or emergency. Meanwhile, things that don’t have a huge impact on day-to-day life can be described as lower priority. In some cases, it’s useful to include an expected timeline of when the issue should be taken care of.
5. Confirm Access Instructions
When reporting an issue, renters should also advise how maintenance teams can access the property. This may simply mean confirming that contractors can enter at specific times only or allowing access while the tenant is out. For pet owners, it’s also important to mention that pets are on site and whether any additional considerations need to be made as a result.
6. File the Maintenance Report
Many property managers and landlords now use online platforms for filing maintenance reports, making it easy to upload photos and descriptions. However, for urgent or emergency situations, a phone call is often the most efficient way of making the initial report. This should always be backed up by a written report, sent by email or via a reporting platform. Keeping a written record of any reports made is essential, and renters are advised not to rely solely on phone calls.
7. Follow Up
If, after reporting an issue, no response has been made, renters are advised to follow up. A phone call to the property manager/landlord, again, followed by an email to verify what was said over the phone, will usually suffice. As with the initial report, keeping a written copy of any communication is important in case of future disputes.
8. Confirm the Issues Have Been Resolved
Once the maintenance has been completed, renters can confirm that they’re satisfied with the result and provide any feedback they might have. With specialized apps and platforms, this may be a necessary step to close the report, but it’s also worth sending confirmation to the landlord directly as a courtesy and to keep them up to speed.
Image credit: Gorodenkoff, Stock-Asso / shutterstock.com
