Maintenance Dispatch Procedure

Use this template to triage maintenance requests, assign vendors, and document resident communication.

Template Metadata

Request Intake

Document channels, required ticket fields, photos, access permissions, and resident details.

Notes

[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]

Priority Levels

Define emergency, urgent, routine, and preventive maintenance categories with response targets.

Notes

[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]

Dispatch Rules

Explain staff versus vendor assignment, after-hours routing, parts checks, and scheduling.

Notes

[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]

Vendor Assignment

List vendor requirements, insurance, not-to-exceed limits, work orders, and site access.

Notes

[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]

Tenant Communication

Provide update cadence, entry notices, delays, and completion confirmation standards.

Notes

[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]

Completion and Closeout

Document photos, labor, materials, invoice matching, resident satisfaction, and system closure.

Notes

[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]

Escalation

Define repeated failures, safety issues, habitability risks, and manager notification rules.

Notes

[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]

Review and Signoff

Document review conclusions, approvals, unresolved items, and next review date.