Templates
Maintenance response templates
Copy-ready messages for the maintenance conversations you have every week — with tenants, vendors, and owners. Replace the {placeholders}, keep the structure, and send them from a system that keeps them on the record.
Messages to tenants
Acknowledging a new request
Hi {tenant_name}, thanks for reporting the {issue} at {unit}. We've logged it as request #{request_number} and it's with our team for review. We'll follow up by {timeframe} with next steps. If anything changes or gets worse in the meantime, reply here and add a photo if you can.
Scheduling access for a repair
Hi {tenant_name}, we've scheduled {vendor_name} to address the {issue} at {unit} on {date} between {time_window}. Please let us know within 24 hours if that window doesn't work. You don't need to be home, but please secure any pets and clear access to the area.
Closing a completed request
Hi {tenant_name}, the {issue} at {unit} was completed on {date} by {vendor_name}. Please take a look and let us know within a few days if anything still isn't right — otherwise we'll mark this request closed. Thanks for your patience.
When the fix needs a second visit
Hi {tenant_name}, {vendor_name} assessed the {issue} today. It needs a part / a follow-up visit, which we've scheduled for {date}. The area is safe to use in the meantime. We'll confirm the day before.
Messages to vendors
Dispatching a work order
Hi {vendor_name}, we're assigning work order #{request_number} at {property_address}, {unit}. Issue: {issue_description}. Tenant: {tenant_name}, {tenant_phone}. Access window: {date} {time_window}. Please confirm acceptance and your ETA today, and send photos of the completed work with your invoice.
Requesting a quote first
Hi {vendor_name}, before we approve work at {property_address}, {unit}, we need a written quote for: {issue_description}. Please include parts, labor, and your earliest availability. We'd like the quote by {date}.
Following up on an open work order
Hi {vendor_name}, checking in on work order #{request_number} at {property_address}, assigned {date}. Could you confirm status and expected completion? The tenant has asked for an update, and we'd like to close this out by {target_date}.
Messages to owners
Notifying an owner of a repair
Hi {owner_name}, a maintenance issue was reported at {property_address}, {unit}: {issue_description}. We've assessed it as {urgency} and assigned {vendor_name}, with an estimated cost of {estimate}. It's within your pre-approved limit, so we've proceeded — photos and the final invoice will be on your owner record.
Requesting approval above the limit
Hi {owner_name}, the repair at {property_address}, {unit} ({issue_description}) is quoted at {quote_amount}, which is above your pre-approved limit of {limit}. The quote is attached to the work order. Please approve or decline by {date} so we can schedule the work.
Confirming completion and cost
Hi {owner_name}, the {issue} at {property_address}, {unit} was completed on {date} by {vendor_name} for {final_amount}. Completion photos and the invoice are on your record, and the charge will appear on your next statement.
Three rules behind every template
Acknowledge fast, even without an answer
Tenants judge you on response speed, not repair speed. A same-day acknowledgment buys days of patience for the actual fix.
Every message has a next step and a timeframe
“We're looking into it” creates follow-up calls. “We'll confirm by Thursday” doesn't. Never send a maintenance message without both.
Keep it on the record
Send these through your management system, not personal text. When a dispute or owner question comes months later, the thread is the evidence.
Keyloma keeps these conversations for you
Requests arrive structured with photos, work orders carry the vendor and the thread, and every message stays attached to the unit record — so the follow-up you send in month six has the whole history behind it.