A useful work order explains the property, priority, access, and result.

Include enough information to act.

“Repair wall and paint” can describe a small surface repair, continuing water damage, a large damaged area, occupied-unit coordination, or work that requires another specialist first.

1. Property and access

• Property address, building, unit, room, and a site contact.
• Vacant or occupied status, resident communication responsibility, and appointment requirements.
• Keys, lockbox, concierge, parking, loading, elevator, work hours, and security procedures.

2. Scope and evidence

• A room-by-room description of the requested result.
• Wide photos that show context and close-ups that show damage or details.
• Known history, active leaks, prior repairs, reports, drawings, or approved standards.
• What the owner supplies, what the contractor supplies, and items that must match existing finishes.

3. Priority and timing

State the vacancy date, leasing handoff, operational deadline, access restrictions, and why the timing matters. Separate active safety or water concerns from normal scheduling requests. “Urgent” should include the condition requiring faster review.

4. Approval and documentation

• The person authorized to approve the base scope, changes, substitutions, and invoices.
• Purchase-order, insurance, WSIB, vendor, and invoicing requirements.
• Progress-photo expectations, update frequency, closeout review, deficiencies, and documents required at handover.

5. Define the first response

A first response may confirm receipt, request missing information, identify an immediate safety step, advise that another qualified assessment is needed, arrange a walkthrough, or confirm that the scope can proceed to pricing. It should not be confused with a guaranteed dispatch time.

Use JT’s detailed property-manager request form →