What a property maintenance proposal is for
Managers and HOA boards decide maintenance by budget line. Three plans for the same building, from pay-as-you-go to a full plan with grounds and gutters, let them pick a monthly number that fits, and show what they give up at each level. It is easier to approve than a single price.
What to put on a property maintenance proposal
- The same building in each plan.
- Visits and services included.
- Work order rate in each.
- Response time.
- One acceptance line.
A worked example
The same 12-unit building. Lines are yours to price.
Option 1: Good: work orders only. No monthly visit; work orders at the standard rate.
| Line | Qty | Unit | Price |
|---|---|---|---|
| Work order labor | 4 | hour | Your price |
| Trip charge | 4 | each | Your price |
Option 2: Better: monthly plan. Monthly walkthrough, filters and a lower work order rate.
| Line | Qty | Unit | Price |
|---|---|---|---|
| Monthly walkthrough | 1 | visit | Your price |
| HVAC filter changes | 12 | each | Your price |
| Work order labor | 3 | hour | Your price |
Option 3: Best: full property plan. Monthly plan plus grounds, gutters and detector checks.
| Line | Qty | Unit | Price |
|---|---|---|---|
| Monthly walkthrough | 1 | visit | Your price |
| HVAC filter changes | 12 | each | Your price |
| Grounds care visit | 4 | visit | Your price |
| Smoke and CO detector check | 12 | each | Your price |
Show the monthly cost for each plan. Boards approve monthly numbers, not visit prices.
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
- Fill in the customer and the job.
- Check each option's name, its one-line difference and its lines.
- Add your prices; each option totals on its own.
- Set tax, the deposit and the good-until date.
- Print it, download it, or send it from Koira so the customer can pick and sign on the phone.
Free tools for property maintenance
- Maintenance plan pricing calculator
- Lawn care cost calculator
- Gutter cleaning cost calculator
- Labor rate calculator
The same proposal 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.