LANDLORD OPERATIONS · PRACTICAL GUIDANCE

Repair Completion Checklist for Landlords

What to check before closing a property repair: approved scope, completion evidence, resident feedback and a clear record of unresolved work.

By TennanSeed · 27 October 2026

Completed work and a resolved problem are different checks

A contractor may finish the task they were asked to do while the resident still experiences the original problem. Keep both questions visible: was the approved work carried out, and is the reported issue resolved? A single status label should not hide the difference.

This checklist is an organisational aid. The right inspection, testing or certification depends on the work and must be determined by an appropriately competent person. Do not ask an unqualified resident to test a dangerous installation or approach a hazard to obtain a photograph.

Before marking a repair completed

1. Identify the original report. Record the reference, location and symptoms so the final check addresses the same problem.
2. Check the approved scope. Identify the quote version, any authorised variations and what was excluded.
3. Record the work performed. Use a clear description of parts replaced or actions taken, rather than “all done”.
4. Obtain appropriate evidence. Retain useful completion photographs, relevant testing or certificates, and other documents appropriate to the work. A photograph alone is not proof of safety or correct performance.
5. Check the handover. Note any instructions, remaining limitations, planned return visits and who owns outstanding actions.
6. Review charges separately. Compare the invoice with the approved quote and variations. Completion sign-off does not itself settle an invoice or prove the charges are correct.
7. Ask the reporter about the outcome. Invite them to confirm whether the original problem remains. Record their actual response rather than assuming agreement.
8. Record who closed the repair and when. Keep team sign-off separate from resident confirmation, and retain a way to report an unresolved issue.

A completion record you can copy

Repair reference: [reference]
Original issue and location: [description]
Approved scope / quote version: [reference]
Work completed and date: [summary]
Evidence and relevant documents: [references]
Variations and approval: [details, or none recorded]
Remaining actions / return visit: [owner and next step]
Property-team sign-off: [name/role and date]
Reporter response: [confirmed fixed / problem remains / no response yet]
Next update if unresolved: [owner and date]

What if the tenant has not replied?

Record “no response yet”. That is more accurate than recording that the resident has confirmed the repair. You can retain the contractor’s evidence and the team’s decision while keeping the resident response distinct. Decide how and when to follow up according to the circumstances.

What if the same problem returns?

Preserve the original history and add the new symptoms and date. Decide whether the repair should be reopened, whether a new assessment is needed, and who will contact the contractor or arrange the next visit. Do not assume the contractor is automatically liable, that a new charge is automatically justified, or that a software status changes the parties’ agreement.

For example, a fictional leaking tap is reported fixed after a visit. The resident later explains that the leak continues only when the sink empties. Keep that detail with the original report; it may change the next investigation. Ask a competent person to assess the situation rather than deciding the cause from the status history alone.

How TennanSeed separates the decisions

A linked Enterprise contractor job requires a validated completion photo before a completion request or sign-off. The contractor can request approval, but a separate property-team manager confirms completion. The private repair tracking page then lets the reporter confirm the outcome or reopen the repair with a reason.

Reopening the repair preserves feedback for the team; it does not automatically reopen the contractor job or authorise additional charges. The team must arrange the appropriate follow-up. The photo requirement supports a record of the visit; it is not an independent inspection or compliance guarantee.

Keep the record useful and proportionate

Use repair-related files that you have permission to share. Avoid unrelated personal information, identity documents or access codes. Make sure people understand which team members and assigned contractors can see job files. Use the service’s access controls and retention process rather than treating a shared folder as a permanent archive of everything.

Prepared with AI assistance from TennanSeed’s documented workflow. These are practical organisational suggestions. They do not replace professional assessment, a building contract or applicable legal requirements.