1. Divide the property into manageable areas
Start with interiors, entrances, exterior surfaces, and grounds. Record the location of each issue and add a photo when possible. A note such as damaged trim beside the rear entrance is more actionable than a general request for exterior repairs.
2. Separate repairs from routine upkeep
Cleaning a surface and repairing the material underneath are different tasks. Make separate entries for visible damage, repainting needs, and regular care. Flag issues that are recurring or changing; they may need assessment beyond a routine visit rather than repeated cosmetic attention.
3. Prioritize by use and timing
Identify entrances and rooms that are used daily, spaces affected by a tenant change, and optional cosmetic work. Note weather-dependent outdoor tasks separately. A deadline tied to occupancy should be discussed early, but a task list alone does not establish a guaranteed completion date.
4. Assign access and approval contacts
Record who can authorize work, provide entry, and approve changes. For managed buildings, include tenant communication and site requirements. Specify whether an additional repair should be quoted separately before it proceeds.
5. Review the recurring scope
For ongoing care, agree on the tasks and visit frequency, then revisit the list as property needs change. Ask what is excluded and how new issues are communicated. Physical upkeep is distinct from leasing, accounting, or management of specialized building systems.
Questions Before You Book
How often should maintenance visits happen?
Frequency depends on the tasks, property use, and conditions. Start with the specific work rather than a universal weekly or monthly schedule.
Can this list be used for a commercial property?
Yes. Add occupancy hours, customer access, shared spaces, and the person responsible for approvals so the scope reflects the way the building operates.