Repair follow-up examples for lettings and property management teams
These are illustrative examples of the kind of repair follow-up materials Property Follow-Up can create. They show practical ways to make next steps, contractor chasing, landlord updates, tenant updates and close-out checks clearer.
These are sample assets, not client case studies or guaranteed results. They are not legal advice, property management software, a CRM product or a maintenance contractor service. They are practical examples showing the kind of repair follow-up structure Property Follow-Up can help create.
Sample Repairs Follow-Up Note
A short example showing the kind of follow-up risks and first checks that can be flagged after reviewing visible repair/contact routes.
What the free note is designed to show
The free note is not a full audit. It is a practical first look at where repair follow-up may be getting stuck from the visible repair route.
- Shows how the free note works before any paid work.
- Uses repair follow-up language a property team will recognise.
- Keeps the claim careful: visible route only, not a fake diagnosis.
The first issue is usually not repair logging. The bigger issue is what happens after the repair has been reported: who owns the next step, when the contractor is chased, who updates the landlord, and whether the tenant knows what is happening next.
Sample Repairs Follow-Up Tracker
A demo accountability sheet showing who owns the next step, when the contractor should be chased, whether landlord or tenant updates are due, and what evidence is needed before close-out.
- Shows next owner, chase date, status, overdue flag and evidence in one view.
- Looks like an accountability sheet, not a software product.
- Supports the £750 Fix by making the deliverable feel tangible.
Before / After Repair Follow-Up Workflow
A simple workflow showing how repairs can drift when the next owner and chase date are unclear, and what a clearer follow-up route can look like.
- Shows the messy middle between repair reported and repair properly closed.
- Compares repair drift with a clearer follow-up route.
- Keeps the process simple enough to understand quickly.
Contractor Chase Templates
Sample wording for instructing contractors, chasing ETAs and requesting completion evidence. The aim is to make contractor follow-up clearer, not more complicated.
Initial instruction / ETA request
For sending a repair to a contractor and asking for a clear attendance update.
Hi [contractor name],
Please attend to the reported [issue] at [property address].
Tenant contact: [tenant name / phone]
Access notes: [access details / appointment needed]
Urgency: [urgent / routine]
Please confirm your earliest available attendance date and whether you need anything else before attending.
Thanks,
[name]
Contractor delay chase
For when ETA, attendance, quote or next step has not been confirmed.
Hi [contractor name],
I am chasing an update on the [issue] at [property address].
Current position: [tenant waiting / landlord asking for update / attendance not confirmed / quote not received]
Please confirm your ETA or next available attendance slot, whether access has been arranged, and whether anything is blocking the repair.
The tenant is waiting for an update, so please reply today if possible.
Thanks,
[name]
Completion confirmation request
For getting evidence before the repair is treated as closed.
Hi [contractor name],
Please confirm whether the [issue] at [property address] has now been completed.
If completed, please send a short completion note, photos if available, invoice or cost breakdown, and any recommended follow-up work.
If anything remains outstanding, please confirm the next step and likely timing.
Thanks,
[name]
Landlord Update Templates
Sample landlord update wording for repair reports, approval requests and delay or completion updates. These are practical communication examples, not legal advice.
Repair reported and contractor being arranged
For keeping the landlord informed without sending a long update too early.
Hi [landlord name],
A repair has been reported at [property address].
Issue reported: [brief issue summary]
Current position: we are arranging contractor attendance / requesting availability
Next step: we will confirm the contractor ETA once received
We will come back to you if approval, cost confirmation or further instruction is needed.
Kind regards,
[name]
Approval / cost required
For making the landlord decision point clear and reducing back-and-forth.
Hi [landlord name],
We need your approval before moving this repair to the next step.
Property: [property address]
Issue: [brief issue summary]
Quote / cost: [amount]
Recommended next step: [approve quote / approve attendance / request alternative quote]
Please confirm whether you are happy for us to proceed.
Kind regards,
[name]
Delay or completion update
For showing the landlord the current position and the next step.
Hi [landlord name],
Quick update on the repair at [property address].
Current position: [contractor delayed / attendance booked / contractor attended / repair completed]
Next step: [chasing ETA / awaiting completion note / arranging return visit / checking with tenant]
We will update you again if approval is needed or if the position changes.
Kind regards,
[name]
Tenant Update Templates
Sample tenant update wording for acknowledgement, contractor ETA and delay or completion follow-up. The tone should reassure without promising timings that have not been confirmed.
Repair acknowledged
For confirming the repair has been received and the next step is being checked.
Hi [tenant name],
Thanks for reporting the [issue] at [property address].
We have logged this and are reviewing the next step now.
Current position: [reviewing issue / checking contractor availability / checking whether approval is needed]
We will update you again once the next step is confirmed. If the issue becomes more urgent in the meantime, please let us know straight away.
Kind regards,
[name]
Contractor update / ETA provided
For giving the tenant the current contractor position and access instructions.
Hi [tenant name],
We have now instructed [contractor name] regarding the [issue] at [property address].
Current position: [contractor attending on date / contractor will contact you directly / awaiting final ETA confirmation]
Access notes: [contractor will call you / keys held / appointment needed / please confirm availability]
We will update you again if the timing changes.
Kind regards,
[name]
Delay or completion follow-up
For explaining a delay or checking whether the repair can be closed.
Hi [tenant name],
Quick update on the [issue] at [property address].
Current position: [contractor delayed / further visit needed / contractor has attended / repair marked as completed]
Next step: [we are chasing the contractor / arranging a return visit / checking completion / closing the repair if resolved]
If the contractor has attended and anything remains outstanding, please reply and let us know.
Kind regards,
[name]
Start with a low-risk free repairs follow-up note.
Before discussing paid work, you can request a short 3-point note on where your visible repair follow-up path may already look unclear. If there is a useful fit, the next step is the fixed-fee £750 Repairs Follow-Up Fix.