Property maintenance triage

Purpose

Turn an unstructured property issue into a correctly prioritized, contract-aware work-order record.

Scope

Maintenance requests for managed residential, commercial, and mixed-use properties. Excluded: dispatching contractors, emergency response, diagnosing unsafe conditions beyond the evidence, and approving spend.

Data basis

• Request text, property and unit records, lease or service terms, asset history, vendor list, and maintenance policy.
• The fixed records, tables, or folders in the skill scope that hold the relevant history or schema.

Result

A triage sheet, work-order brief, tenant-response draft, and escalation note where evidence requires it.

Quality criteria

• Each case has property, location, issue type, urgency, and evidence status.
• Responsibility is tied to a lease, service term, policy, or marked unknown.
• Urgency classification uses the company rule and explains the trigger.
• The work order contains scope, access information if available, and cost-limit context.
• Emergency or safety indicators are escalated rather than minimized.

Instructions

Separate reported symptoms from confirmed causes. Use exact property and asset identifiers. Apply contract responsibility before assigning a vendor, and keep disputed responsibility visible. Do not promise a completion time not supported by the service policy or record. Treat safety, water ingress, fire, electrical, security, and habitability signals according to the configured escalation rules.

Adapt before use

Keep the source trail close to every conclusion and preserve the difference between a source fact, a calculated value, an assumption, and a recommendation. Use stable identifiers across the document and sheet so a reviewer can move from a summary statement to the underlying row and source. Prefer a complete, transparent partial result over a confident answer built on missing evidence.

• Add property, asset, lease, and vendor schemas.
• Define urgency classes, emergency indicators, and response targets.
• Set responsibility and cost-authority rules.
• Specify approved language for tenant communications.