What Property Managers Should Include in a Strata Repair Request

1. Identify the decision-maker and property type

Start with the basic context. Name the strata corporation or building contact, identify whether the request is from a property manager, council member, caretaker, or another authorized person, and state who can approve the next step. Note the property type and part involved—for example, a multi-unit building, townhouse complex, parkade, walkway, roof area, landscape edge, or other common area.

Say whether the request is for an initial review, repair scope, maintenance planning, or information for a council decision. Separate unrelated areas into separate items. For broader maintenance categories, the strata property services page may help identify relevant background details.

2. Describe the exact area and visible issue

Use a location that another person can find without guessing. Include the building or phase, entrance, level, unit range, parking stall or section, side of the building, and a nearby fixed reference point. If the issue is inside an occupied unit, note whether it involves a common element, unit area, or boundary that still needs clarification; do not assume responsibility from appearance alone.

Describe visible conditions in plain terms: a stain, cracked finish, displaced material, worn coating, blocked drain, loose trim, damaged curb, pooling water, or an area that is difficult to use. State approximate size, shape, colour, and extent where observable. Explain what changed, if known, and whether the issue is isolated or appears in several locations. Avoid presenting a suspected cause as fact. “A ceiling mark appeared below the roof edge after rain” is more useful than “the roof is leaking” when the source is unconfirmed.

For routine or exterior upkeep, make the area and task equally specific. Related categories such as building repairs and maintenance, parking lot services, or snow removal and salting may involve different access, timing, and site information.

3. Explain access rules and resident or tenant impacts

Include the practical conditions for reaching the area: permitted days and hours, concierge or caretaker procedures, keys, fobs, gates, elevators, parking restrictions, loading locations, pets, protective measures, and any sign-in or notice process. Say whether access requires coordination with a resident, tenant, council representative, or building staff. Do not include unnecessary personal information.

Describe the current effect on residents, tenants, visitors, or building operations. Is a route narrowed, room unavailable, parking area obstructed, or service interruption likely during access? Distinguish a confirmed impact from a possible one. If an immediate hazard appears possible, follow the building’s established emergency process rather than waiting for an ordinary request review.

4. Record known history and unknowns

Add dates and useful history: when the issue was first noticed, whether it follows rain, freezing conditions, traffic, cleaning, or another recurring event, and whether temporary measures were taken. Include relevant prior invoices, reports, photos, or repair notes. Say whether an earlier repair changed the condition, left it unresolved, or is not known.

List the gaps too. You may not know what is behind a finish, whether a drain connects elsewhere, or whether a previous contractor altered the assembly. Write “unknown” rather than filling a gap with a theory, so the reviewer can identify what may require verification.

5. Attach useful photos and rough dimensions

Provide at least one wide photo showing the issue in context and one or more close-ups showing visible detail. Take photos from more than one direction when useful. Include a familiar object or simple measurement for scale, while avoiding faces, unit numbers, vehicle plates, or other unnecessary details. Label images with area, direction, and date if possible.

Add rough dimensions: approximate length, width, height, depth, count, or affected area. Explain what was measured and what was estimated. Photos and measurements support an initial review; they do not establish hidden conditions or replace a site review. For more documentation guidance, see the construction quote photo and measurement guide.

6. State timing, budget, and council constraints

Give the requested timing in concrete terms: a preferred review window, upcoming meeting or access date, seasonal context, planned occupancy, or another reason information is needed by a particular date. If timing is flexible, say so. Do not promise a response or completion date.

Explain the decision context: whether funds are allocated, a budget discussion is pending, an approval limit applies, or council needs options. If there is a preferred sequence, such as documenting first and discussing broader work later, note it. This does not determine the eventual scope; it gives useful context.

7. Clarify roles and approvals

List who is submitting the request, authorizing access, receiving questions, communicating with residents or tenants, and approving a site visit or further scope. If council approval is needed, state whether it is requested, granted, or pending. Keep approval status separate from the condition itself.

When a site review or another specialist may be needed

A site review may be appropriate when photographs cannot show the full condition, the source is not visible, dimensions are uncertain, access is difficult, or adjoining components may be affected. Another specialist may be needed when the question is outside the repair reviewer’s scope or cannot be assessed from available information. Flag that uncertainty without naming a required method or making a technical conclusion.

One-page HTML-friendly checklist

Use this checklist to make an initial request easier to understand, not to pre-approve a repair or define a final scope. Requirements and approval practices can vary by governing documents and applicable requirements, so confirm those separately. If you would like the information gathered for a request reviewed for completeness, get in touch and share the relevant details; the next step will depend on what can be established from the request and whether an on-site review is needed.

• Decision-maker: property manager, council contact, authorized requester, and approval status.
• Property: building or phase, property type, common-area or unit-area context, and exact location.
• Visible issue: plain-language description, extent, approximate size, and what has changed.
• Access: hours, keys or fobs, entry rules, notices, escorts, parking, and site constraints.
• Impact: confirmed resident, tenant, visitor, or operations impact, kept separate from assumptions.
• History: first noticed date, patterns, previous work, temporary measures, records, and unknowns.
• Evidence: wide/context photos, close-ups, labels, rough dimensions, and privacy check.
• Timing: requested review window, access or meeting dates, and seasonal considerations.
• Constraints: budget status, council decision needs, sequencing preferences, and approval limits.
• Next review: note whether a site review or another specialist may be needed.