Maintenance becomes difficult when requests are scattered across calls and chat messages. A structured issue record makes responsibility, status and history visible to the people managing the property.
Capture the actual problem
Record the property, unit, category, description and supporting evidence so the issue can be understood without repeated explanations.
Prioritise by impact
Water leaks, electrical risks and security problems require a different response from cosmetic work. Priority should guide escalation and response.
Assign and update responsibility
A landlord, manager, caretaker or service provider may handle the work. The record should show who is responsible and what changed.
Close with a documented outcome
Completion should record the resolution and, where relevant, cost or evidence so recurring problems can be identified later.
Frequently asked questions
Why not manage maintenance only on WhatsApp?
Chat can help communication, but a structured issue record is easier to track, assign, report and audit.
Can tenants report maintenance issues?
Marima’s property workflows include maintenance issue handling that can be connected to the relevant tenancy or property context.
Should every issue be urgent?
No. Priority helps distinguish emergencies from routine maintenance.
Why keep closed maintenance records?
Historical issues help identify recurring faults, costs and service patterns.