How to Report Maintenance Issues to Your Property Manager
Keeping a property in excellent condition requires teamwork between landlords, property managers, and tenants. Whether it is a small repair or a larger maintenance concern, knowing how to report issues quickly and accurately helps protect the property, reduce costs, and maintain tenant satisfaction.
At Agos Inc., we believe proactive communication is at the heart of successful property management. With over 40 years of experience in real estate investment, maintenance, and management, we understand that timely repairs not only protect assets but also strengthen the trust between landlords, tenants, and management.
Why Reporting Maintenance Issues Matters
Every maintenance request, no matter how small, contributes to the long term health of a property. A leaking tap or flickering light may seem minor, but left unattended, these small problems can lead to bigger and more expensive repairs down the road.
By reporting issues promptly, tenants help property managers:
Prevent property damage and safety risks
Maintain property value and tenant comfort
Comply with building codes and safety standards
Schedule repairs efficiently and reduce disruption
Step-by-Step: How to Report a Maintenance Issue
1. Identify the Issue Clearly
Start by assessing what the problem is and where it is located. Be as specific as possible — for example, “the kitchen sink is leaking under the cabinet” or “the furnace is making loud noises when turned on.” Clear details help your property manager understand the urgency and assign the right technician.
2. Report the Issue Promptly
Contact your property manager as soon as you notice a problem. Most management companies, including Agos Inc., provide a simple way to report issues online, by phone, or through a dedicated email. For emergencies, such as flooding or heating failure in winter, use the emergency contact line immediately.
3. Include Photos or Videos When Possible
Visuals make a big difference. A quick photo or short video allows the property manager to assess the issue more accurately and prepare the right tools or parts before sending a contractor.
4. Provide Access Details
If you are not home during repair hours, inform the manager about access instructions. Providing permission to enter or scheduling a time ensures the issue is resolved efficiently.
5. Keep Records of Communication
It is good practice to keep a record of your maintenance request, including when it was submitted and any updates received. This helps both tenants and managers stay aligned on the status of repairs.
Common Maintenance Issues to Report Early
Being proactive can prevent minor problems from escalating. Here are some common issues that should always be reported early:
Leaks or plumbing concerns
Electrical problems such as flickering lights or faulty outlets
Heating or cooling malfunctions
Pest sightings
Broken appliances
Structural issues such as cracks, loose railings, or damaged flooring
Prompt reporting allows the property manager to prioritise repairs based on urgency and ensure tenant comfort and safety.
The Agos Approach to Maintenance
At Agos Inc., we take a preventative and responsive approach to property maintenance. Our goal is to protect every property as if it were our own while providing a comfortable living experience for tenants.
We coordinate trusted contractors, manage communication between tenants and landlords, and ensure every issue is handled efficiently. Our long-standing experience in Ottawa’s property market means we understand the local climate, building needs, and seasonal maintenance challenges.
When tenants and property managers work together, small issues stay small, and properties remain in excellent condition for years to come.
Learn more about our property management and maintenance services at Agos Inc.