Save 3 Hours a Week with This SOP for Repair and Maintenance Claims

1. What is the task?

This operating procedure covers arranging repairs and maintenance of common property.

8. What are the common roadblocks in repairing and maintaining common property?

• Uncertainty about who is responsible for the costs, and damages.
  Solution: Apply our five W’s formula:
  • What has broken or fallen into disrepair? (Relevant to who’s responsible for costs and damage)
  • Where exactly is the cause of the break or disrepair located? (Determines who’s responsible for the cost and damages)
  • When was the break or disrepair first noticed? (Relevant to any possible insurance claim and time limits for suing responsible parties)
  • Who pays for the cost of repairs, maintenance, and any consequential loss or damage? (Refer to the subdivision plan to find the location of the break or disrepair. Check if it is on lot or common property.)
  • Why has the break or disrepair occurred? (Relevant to insurance cover)
• Misunderstanding the owners corporations’ strict duty to repair and maintain common property once it falls into disrepair.
  Solution: Refer owners to our fact sheet on this topic.
• Becoming engaged in debate about third-party liability for loss and damage either under insurance or the law.
  This should be a secondary consideration after the responsible party repairs the damage. See the 5 Ws formula above.
  Solution: Direct all attention and conversations to responsibility first, then repairs. Only then consider the application of insurance.