From repair report to documented completion

A useful repair record answers five questions: where is the fault, what happened, how urgent is it, who owns the next step, and how will completion be proved? Start with a clear report Identify the property and unit. Describe the symptom rather than guessing at the cause. Record when it was noticed, whether water or power must be isolated, and how the tenant can be contacted. Do not ask for unnecessary identity documents. Triage safely An urgent safety concern needs an immediate human response; logging a ticket is not emergency dispatch. Follow your local emergency procedures. For normal jobs, assign priority, access arrangements and a responsible contractor. Keep the handoff visible The work order should preserve the original report, approved scope, attendance notes, photos and any agreed cost. If the job changes, record the new decision rather than silently rewriting the original instruction. Close with evidence Record the actual completion time, what was repaired and any follow-up. Compare reported-to-completed duration across jobs, but account for access delays and different types of fault before judging performance. In PropertyFlow Work orders, assignments, preventive schedules and equipment records share the property context. QR reports can identify the unit. Contractors can be assigned by staff; a dedicated external contractor portal is not yet available. Written by PropertyFlow, 4 November 2026.