Although they are rare, emergency repairs do come up. If a property manager does not respond quick enough, it can result in thousands of dollars in repairs. Be prepared to handle these situations quickly and efficiently to help save your client money.
Attempt to Contact the Tenant
Prior to entering the property, a manager should attempt to call the tenant using any phone number that is on file. Feel free to pull phone numbers off the application including references. If you do not have a work phone number, check the pay stubs to see if the phone number happens to be listed or try to find the company online. If all else fails, leave the tenant a detailed message letting the know what is going on a make a note documenting that date and time of the message as well as other attempts to contact the tenant
An agent or property manager should meet a locksmith at the property and possible a licensed contractor based on the nature of the emergency. In some cases, the property manager retains a copy of the key in which case, they do not need a lock smith. Be sure to take pictures and document the event. Make a diligent effort to try and protect the tenant’s belongings from damage and be sure to remain at the property until either the tenant arrives home or you and the vendors are prepared to go home. The property manager should ensure that the property is secured and entryways are locked prior to leaving.
Situations That Require Immediate Access
- Water leak
- Property has been broken into
- Gas leak
- Home is not secure
- Warrant or court order granting access to the property
- Something that present and imminent threat to health and/or safety of neighboring units or the community
Proceed with Caution
Property managers need to be contentious that the property is occupied and that the tenant is rightfully considered about their personal belongings. Be mindful and keep an eye on any service vendors who are at the property. The last thing you need is for the tenant to claim that something was damaged or stolen. If you have to move the tenant’s belongings to try and protect them from being damaged, be sure to take before pictures to document that this was necessary in the event that damage does occur during the moving process. This will allow you to justify the reason for moving the tenant’s belongings. If damage does occur while attempting to move their belongings, you should be able to justify the need to move the items as they would have been damaged either way.
November 14, 2013