Most Austin Property Managers, in fact all that I know, require tenant repair requests to be submitted in writing. This is required by Texas Property Code as well as the commonly used TAR (Texas Association of Realtors) and TAA (Texas Apartment Association) lease forms. It’s good practice for tenants to follow, even if the landlord or property manager doesn’t strictly enforce it. As a tenant, you want all of your important communication regarding your lease to be documented in case the worst case scenario ever comes about and you end up in court over a dispute.
At Crossland Property Management, we provide an online repair request form for the convenience of our tenants. 99% of our repair requests originate here, albeit sometimes after I direct a tenant there from a phone call or email. Occassionally tenants fuss about this. “Why can’t you just take the info over the phone?” is a common gripe. “Because we already agreed in the lease agreement that repair requests are submitted in writing or online” is my response. “And we make that super easy for you by providing an online form”.
The operational efficiencies of having all repair requests originate online through a repair request form are phenomenal.
1) The online request form is interactive.
This is very important. All property managers should be programming your online repair requests with this functionality. It’s simple to do even for non-programmers if you’re using the right web tools. Sorry, but none of the “out of the box” pre-fab websites that many property managers use provide for this, which is another good reason to develop, host and manage your own website with WordPress, then you can use a simple Forms Plugin.
For example, on my repair request form, once the checkbox under “Problem” is checked “Air Conditioner” or “Furnace”, an informational blurb automatically appears above the Submit button. It reads:
“Many of our service calls for A/C and/or furnace result in “user error” as the cause, especially when seasons change from hot/cold and thermostats are not properly set. Please double-check your thermostat and also make sure you have clean filters properly installed. If you feel confident that the thermostat and filter(s) are in order, proceed with your request so we can get out to have a look.”
Likewise, if the tenant checks “Electrical” as the problem, the following blurb automatically appears: