Maintenance issues happen in every rental home. Knowing how to submit a maintenance request properly helps ensure repairs are completed quickly, accurately, and safely. Clear communication also prevents delays and misunderstandings between tenants and property management.
This guide explains the right way for tenants to submit maintenance requests and what to expect during the process.
1. Use the Proper Maintenance Request System
Most professionally managed properties require maintenance requests to be submitted through an online portal or designated system.
Why this matters:
Requests are documented
Issues are tracked and prioritized
Response times improve
Avoid submitting requests via text or social media unless instructed.
2. Clearly Describe the Problem
Detailed descriptions help maintenance teams diagnose issues faster.
Include:
What the issue is
When it started
Where it is located
Whether it’s getting worse
Clear details reduce follow-up questions and speed up repairs.
3. Upload Photos or Videos When Possible
Visuals help maintenance teams assess the issue before arriving.
Helpful examples:
Leaks
Appliance malfunctions
Damage to walls or floors
Electrical issues
Photos often shorten repair time.
4. Identify Emergencies Correctly
True maintenance emergencies may include:
No heat during cold weather
Major water leaks
Gas smells
Electrical hazards
For emergencies, follow your lease’s emergency contact instructions immediately.
5. Provide Access Information
If you will not be home, indicate whether:
Management has permission to enter
Pets are present
Special instructions are needed
Clear access information avoids delays.
6. Do Not Attempt Major Repairs Yourself
Tenants should not attempt:
Electrical work
Plumbing repairs
Appliance disassembly
Unauthorized repairs can cause damage and may violate the lease.
7. Be Available for Follow-Up
Some issues require:
Additional questions
Follow-up visits
Parts ordering
Responding promptly helps resolve issues faster.
8. Be Patient With Non-Emergency Requests
Not all repairs can be completed immediately.
Typical response times vary based on:
Severity of the issue
Vendor availability
Parts ordering
Professional management prioritizes safety and urgency.
How Ivy Property Management Handles Maintenance Requests
At Ivy Property Management, we use an organized maintenance system to ensure requests are logged, tracked, and handled efficiently. Our goal is timely repairs, clear communication, and well-maintained homes.
Need Maintenance Support?
If you rent a property managed by Ivy Property Management, please submit all maintenance requests through your tenant portal for the fastest service.
Have questions about maintenance procedures? Contact our team—we’re here to help.
