Keep a simple property record
Record the fixtures, hot water system and any recurring issues. Keep invoices and previous inspection findings together.
Make approvals clear
Share the work order, billing contact and approval process before a visit. Clarify what happens if additional work is recommended.
Coordinate with the occupants
Confirm who can provide access, suitable times and any building rules that apply.
Separate urgent work from planned improvements
Ask for clear findings and priorities so repairs can be scheduled and larger improvements budgeted for.