Maintenance Coordinator - Handling Work Orders for Smoke Detector Issues
Purpose: This guide outlines the step-by-step process for handling tenant work orders related to smoke detector issues (e.g., chirping, not functioning), in accordance with the TAR Lease Agreement.
Step 1: Review the Work Order
- Read the work order details to determine if the issue appears to be related to a battery replacement.
- Typical signs: chirping sound, device not functioning, etc.
Step 2: Respond to the Tenant
- Send the following message template to the tenant:
Subject: Work Order Received – Smoke Detector Batteries
Email Body:
Hi [Tenant's Name],
Thanks for submitting your maintenance request regarding the smoke detector.
Before we proceed, can you please confirm whether you’ve already attempted to replace the batteries? In many cases, this resolves the issue quickly without needing a service visit.
As a reminder, per your TAR Lease Agreement, Paragraph 17 (Property Maintenance), Section (A)(4), tenants are responsible for replacing smoke detector batteries during the lease term.
Please let us know if you’ve already tried replacing the batteries and if the issue is still unresolved—we’re happy to assist further if needed.
Best regards,
[Your Name]
Maintenance Coordinator
Treaty Oak Property Management
Step 3: Follow-Up Based on Tenant's Response
If the tenant has NOT tried replacing the battery:
- Ask them to do so and follow up only if the issue remains unresolved.
If the tenant HAS tried and the issue persists:
- Submit a vendor work order to inspect or replace the smoke detector.
Step 4: Document Everything
- Be sure to log the tenant response and all actions taken in Help Scout for future reference.
Note: We do not replace smoke detector batteries as it is the tenant's responsibility. Only proceed with vendor scheduling if the issue clearly exceeds a battery replacement.
For further assistance, contact your supervisor or property manager.
Applies to:
- All staff managing maintenance work orders in AppFolio
- Scenarios involving smoke detectors reported as malfunctioning