Keeping Records Straight: Why Written Communication is Key for Rental Property Maintenance

Keeping Records Straight: Why Written Communication is Key for Rental Property Maintenance

by | May 16, 2023 | Latest News

As a tenant in Queensland, it’s important to understand your rights and responsibilities when it comes to property maintenance. When you sign a lease, you are agreeing to maintain the property to a certain standard, but you also have the right to expect your landlord or property manager to promptly address any maintenance issues that arise during your tenancy.

One of the most important things you can do to protect yourself and your rental property is to ensure that all maintenance requests and communication about the property’s condition are made in writing. Here are some reasons why clear communication is essential:

  1. Documentation: By submitting all maintenance requests in writing, you create a paper trail that can be used to hold your landlord or property manager accountable for any unfulfilled maintenance obligations. Having a record of all correspondence related to maintenance can be valuable if there is ever a dispute about the condition of the property.
  2. Clarity: Putting your maintenance requests in writing can also help to ensure that everyone is on the same page about the work that needs to be done. A written request can provide more clarity about the specific issue, and can also help to avoid miscommunications or misunderstandings.
  3. Record-Keeping: In addition to submitting maintenance requests in writing, it’s also a good idea to keep records of all communications related to the property’s maintenance. This includes emails, text messages, and any other documentation that may be relevant. Keeping records can help to ensure that you have a complete picture of the property’s history and any issues that have arisen during your tenancy.
  4. Efficiency: Finally, using a property management software can streamline communication between tenants and landlords, making it easier to quickly identify and address maintenance issues. By using a centralized platform to communicate about maintenance, tenants can quickly and easily submit requests and receive updates on their status. This can help to ensure that maintenance issues are resolved as quickly and efficiently as possible.

When it comes to maintenance requests, it’s important to remember that there are different types of requests that should be communicated differently. Emergency maintenance requests, such as a burst water pipe or a gas leak, should be reported immediately by phone, and followed up in writing as soon as possible. General maintenance requests, such as a broken appliance or a leaky faucet, should also be submitted in writing, but can be reported through email or the property management software.

In addition to submitting requests in writing, tenants should also keep in mind that they have a responsibility to maintain the property in good condition. This means taking reasonable care to keep the property clean and undamaged, and reporting any issues as soon as they arise. Tenants should also be aware that they may be responsible for paying for any damage caused by their own negligence or misuse of the property.

In conclusion, lodging maintenance requests in writing when renting in QLD is crucial for both tenants and landlords. It provides a clear and documented record of the maintenance issue and the action taken to resolve it. Using email or property management software is an effective way to ensure that all general and emergency maintenance requests are presented and confirmed. Tenants should be encouraged to report any maintenance issues promptly and landlords should respond in a timely manner to ensure that the rental property remains safe, secure and well-maintained. By following these best practices, both tenants and landlords can benefit from a positive rental experience.

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