Cambridge Real Estate Services is dedicated to providing the highest quality maintenance to properties it manages, as well as exceptional service to each resident. An important component of our service is a program of Preventative Maintenance.
Scheduling Preventative Maintenance Inspections
- Two times per year, a member of the property’s maintenance staff enters all apartments to inspect for the condition of all interior components.
- These inspections not only allow maintenance to complete minor repairs, but can also detect unreported maintenance issues. A thorough evaluation of the physical condition of each residence also allows the staff to plan for future maintenance needs.
- Each property is responsible for scheduling two annual Preventative Maintenance Inspections. When the schedule is finalized, the Site Manager distributes a Preventative Maintenance Notice (found in eforms) to the residents. This notice serves as the legal notice of entry into the apartment. This notice should be distributed no more than 14 days and no fewer than 3 days prior to the inspection to all households by mailing and placing the notice on the door or front entry. A copy of the notice must be placed in the resident file.
- It is suggested that a Preventative Maintenance Inspection be completed during a routine maintenance request to minimize resident inconvenience and add efficiency to the maintenance and management effort.
Preventative Maintenance Inspection Report
A Preventative Maintenance Inspection and Repair Report (found in eforms) is used to record the inspection. The inspection report will grade all interior unit components and should be used as a budget guide and to prepare long-term capital improvement needs of the property. The inspection report will note the presence of pets. The Site Manager must check this report against resident files to ensure all units with pets have a Pet Agreement and/or paid pet deposit on file. The inspection report will also grade resident housekeeping.
Any violations of the lease should be addressed in writing with the resident. The Maintenance Technician, within budget guidelines, will attempt to efficiently address all life safety and fire safety items, as well as make minor repairs as needed. Capital improvements such as carpet or vinyl replacements, counter-tops or cabinets, door replacements, etc., will not be replaced during the inspection and are typically completed at turnover. Some repairs, may require scheduling with a vendor. Any resident-caused damage noted on the inspection report needs to be charged to the resident. Do not let known resident-caused damage go unaddressed until the resident moves out and it is potentially too late to collect for damages.
The Site Manager should follow-up with residents on any issues which arise out of the Preventative Maintenance Inspection.