Published: June 05, 2025  Updated: May 30, 2025

Top Property Maintenance Requests: How to Handle Work Requests Efficiently

Property management means a whirlwind of tasks. You have maintenance requests from tenants and clients. These requests vary from property to property and day to day. This article will delve into ten common property maintenance requests, offering insights into effective handling and the role of a CMMS in streamlining the process.

Building an Effective Work Request System

How do submissions work? Property managers need to have a process for submitting work requests. Depending on the company, the property, and the clients, there might be one or a combination of ways to submit.

• Call in the request.
• Text.
• Online submission form.
• Email.

However the managers set up the process, they need to inform the tenants or clients about the method for submitting. For instance, an apartment renter might have to log in under an individual account.

How many details will the client need to provide? Do you have a way to upload images? Make sure you have a way to reply and inform about the status and progress of both the request and any subsequent work order.

The 10 Most Common Maintenance Requests

Let's break down the top ten maintenance requests property managers often encounter.

1. Plumbing Issues. These range from dripping faucets and clogged drains to toilet troubles and water heater problems. You may also have flooding problems due to backed-up sinks/toilets/tubs.

Don't forget that this category also includes sewers and pipes. Make sure you, as the property manager, understand how much of a responsibility you have. A Morningside University article offers suggestions on plumbing preventive maintenance (PM).

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2. HVAC Concerns. Heating, ventilation, and air conditioning systems. Issues like temperature control, noise, or unusual smells require immediate attention for tenant comfort and energy efficiency.

As with all of these problems, regular PMs help stave off serious situations. Include filter changes, cleaning, and insulation in your list of duties.

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3. Appliance Malfunctions. From refrigerators and stoves to dishwashers and garbage disposals, appliance breakdowns can disrupt tenants' daily lives. For other businesses, you'll have industrial freezers and coolers.

Investigate the cause of any problems. In this category, you'll have weather, asset age, electrical issues, and others to contend with. Remember, don't just "fix" but discover the cause of the breakdown. You don't want a repeat of the malfunction and extra expenses.

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4. Electrical Problems. Outlets, switches, lighting fixtures, and circuit breakers can malfunction. Electrical issues pose safety risks and require immediate attention.

Make sure the clients/tenants and the technicians you assign to the job understand electrical safety.

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5. Locks and Security. Broken locks, lost keys, or security system malfunctions can compromise tenant safety. Regularly test to see that alarms and backup systems still operate.

If you have security personnel, what are their responsibilities? Authorizing entry? Patrol? Can they do routine PMs while on shift? If they discover an issue, make sure they have proper methods to submit work requests.

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6. Pest Control. Infestations of pests like rodents, insects, or other critters. Most businesses contract for pest control. For instance, an apartment complex schedules monthly visits for spraying or other deterrents.

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7. Carpentry Repairs. These could include damaged doors, cabinets, or woodwork that require carpentry skills. These repairs impact property aesthetics and functionality.

Once again, external forces may require repairs or replacements. Weather damage, for instance. In other cases, the age and regular use by tenants/clients necessitate work.

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8. Appliance Installation. Installing new appliances, such as washers, dryers, or dishwashers, requires coordination and expertise. You might partner this with point three, but this could include renovation or establishing a new rental space.

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9. Painting and Interior Repairs. Scratched walls, peeling paint, or minor damage to walls or ceilings can impact property appearance, value, and customer satisfaction.

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10. Exterior Maintenance. You might contract for many of these jobs if you don't already have a dedicated maintenance team. Issues like roof leaks, gutter clogs, or damaged siding affect property conditions and can lead to more significant problems if neglected.

You also have grounds maintenance, which includes mowing, parking lot repair, and walkway cleaning and repair.

Proper and routine exterior maintenance, just like the interior, adds to the aesthetic value and may keep the property compliant with city/state/federal regulations.

Streamlining the Maintenance Request Process

Let's delve further.

1. Request Submission. You have the initial submission. Again, tenants can submit requests via phone, email, online portal, or in person. Don't make this process difficult or complicated. Keep online forms easy to complete. Make sure the tenant receives an appropriate acknowledgment of the receipt of the request.
2. Request Categorization. What type of maintenance job do you have? What is the priority? Of course, emergencies come first. At this point, turn the work request into a work order. Provide the necessary details. These include type, priority, location of the problem, details of the job, inventory needed, and any safety measures to follow. You might include a checklist for efficiency. Look also at labor availability. How many technicians do you have on your team? Do you have specialized crews or crafts?
3. Scheduling. Schedule the repair or maintenance based on urgency and technician availability. Have a calendar you can reference to see the current and upcoming jobs.
4. Communication. Keep tenants informed about the status of their requests.
5. Completion and Verification. Once the technicians finish the job, do you have quality verification? In some instances, you'll discuss the work with the tenant.
6. Closing the Request/Job. Document the work and keep a record of maintenance history.

How a CMMS Improves Property Maintenance Management

You can accomplish many of the above procedures with CMMS software. Let's review some of the information you can input into this system.

• Asset and inventory records. A CMMS acts as a central database for your property. Structural, mechanical, and other assets. Spare parts and supplies. You create lists of all of these for easy access and better oversight.
• Request submission. You might set up an HTML form to send to tenants. That way, the request goes directly into the system for better processing.
• Work order generation and management. Create the work orders. Schedule them on a CMMS calendar.
• Create your list of preventive maintenance jobs.
• Reports and records. Generate reports for current and historical data and compliance documentation.

Managing Work Requests Efficiently Through a CMMS

Property management means keeping customers and tenants comfortable and satisfied. Proper maintenance and tending to work requests require a consistent and efficient effort.

Develop and implement a proper process for property management maintenance requests. Always look for ways to improve efficiency and productivity.

Using a CMMS helps you organize the process. For a world-class system, call 800-922-4336 and talk to a MAPCON representative. Ask for a free demonstration and a thirty-day evaluation.