What a property maintenance change order is for
A small work order turns into a bigger job when the tech opens the cabinet and finds the leak has rotted the floor. The approval limit says call first; a signed change order is how the manager approves it with the price and photos, so the owner is not surprised by the invoice.
What to put on a property maintenance change order
- Original work order or scope.
- What was found, with photos.
- Added work and parts.
- New total against the approval limit.
- Manager's signature.
A worked example
A turnover in unit 2A finds a soft subfloor under the sink, the manager adds new blinds, and keeps the old light fixture.
| Line | Qty | Unit | Price |
|---|---|---|---|
| Subfloor repair under sink, 2A | 6 | sq ft | Your price |
| Blinds, supplied and installed | 4 | each | Your price |
| Credit: light fixture | -1 | each | Your price |
Send the photos with the change order. Managers approve faster when they can forward the pictures to the owner.
Line items property maintenance companies use
| Line item | Unit | How to write it |
|---|---|---|
| Monthly walkthrough | visit | Common areas, exterior and the punch list. |
| Work order labor | hour | Billed by the hour with a minimum. |
| Unit turnover, paint and repairs | each | Per unit; scope in the note. |
| HVAC filter changes | each | Per unit, filter size. |
| Smoke and CO detector check | each | Test and battery swap per unit. |
| Light bulbs and fixtures | each | Common area lighting. |
| Gutter cleaning | ft | Per foot of gutter. |
| Grounds care visit | visit | Mowing, trimming and litter. |
| Snow and ice, per visit | visit | Walks and entries. |
| Parts and materials | each | At cost plus your markup. |
| After-hours call | each | Emergency rate and minimum. |
| Trip charge | each | For work orders outside a scheduled visit. |
Terms and deposit language for property maintenance
- Deposit. No deposit on monthly plans. Turnovers and projects over the plan limit take a deposit when approved, within your state's limits.
- Payment. Monthly plans are billed at the start of each month. Work orders are billed when completed.
- Warranty. You stand behind your repairs for the time stated. Licensed trade work is done by licensed trades and warranted by them.
- Work over the approval limit in this agreement needs the manager's OK first.
- Plumbing, electrical and gas work beyond small repairs goes to licensed trades.
- Tenant access is arranged by the property manager with proper notice.
How to fill it in
- Put in the original estimate number and amount.
- Write what changed in the reason box, plainly.
- Add the new work; type a minus quantity for any credit.
- Fill in the days added.
- Print it for a signature on site, or send it from Koira to sign by phone.
Free tools for property maintenance
- Maintenance plan pricing calculator
- Lawn care cost calculator
- Gutter cleaning cost calculator
- Labor rate calculator
The same change order for other trades: appliance repair, auto detailing, carpentry, carpet cleaning, chimney, house cleaning, commercial cleaning, concrete, deck, drywall, duct cleaning, electrical, fence, flooring, garage door, general contractor, glass, gutter, handyman, holiday lighting, home inspection, hood cleaning, hvac, insulation, irrigation, junk removal, landscaping, lawn care, locksmith, masonry, moving, painting, pest control, plumbing, pool service, pressure washing, remodeling, restoration, roofing, security system, septic, siding, snow removal, solar, tile, tree service, water treatment, waterproofing, window cleaning, window and door.
More for property maintenance companies: how property maintenance companies run on Koira.