Maintenance Coordination
A Clear Process for Repairs and After-Hours Urgent Issues
Tenants know where to report a problem, owners know when approval is needed, and each issue is documented from first report through follow-up.
From Tenant Report to Owner Update
Receive & Assess
Gather the essential details, determine whether the matter appears urgent or routine, and document what the tenant has reported.
Coordinate
Contact the appropriate local worker, contractor, utility, owner, or emergency service based on the situation and agreed authority.
Close the Loop
Track the response, share material updates, retain invoices or supporting records, and follow up on outstanding work.
What Counts as Urgent?
Urgent issues may include: immediate safety concerns, active water, fire, loss of essential services, or significant ongoing property damage.
Routine requests include: normal wear, cosmetic repairs, and nonurgent work that can follow the regular maintenance process.
Immediate danger to life or safety? Call 911 or the appropriate utility emergency line first. Once emergency services have been contacted, ShawWood can coordinate the property response and keep the owner informed.
The Exact Process Is Set During Onboarding
After-hours contact instructions, spending authority, preferred contractors, owner notification thresholds, and property-specific risks should be agreed in advance. Response planning is tailored to the property, and timing will depend on the issue, location, and availability of the appropriate contractor or service provider.
Need a More Reliable Maintenance Process?
Tell us where the property is located, how maintenance is currently handled, and what tends to break down in the process.