Work Order Approval/Guidance Request Email Template

Use this template when requesting approval from Jake on an estimate or when you need guidance on how to proceed.

Approval Request Criteria

In general, you do not need to seek approval for estimates under $1000 (cumulative).

If repairs at a property are equal to or above $1000 (cumulative), Jake must be notified as he has to contact owner for this.

Example:

If we have 1 work order for a property and it's $400 estimate, Jake doesn't need to approve and you may proceed without his support.
If we have 3 work orders for one property, and the total estimates for all 3 work orders is $1100, then ask Jake to approve it and wait before proceeding.

*FOR THE NEXT 30 DAYS, PLEASE CONTINUE TO ASK FOR JAKE'S APPROVAL ON ALL WORK ORDERS. IN 30-60 DAYS, WE'LL PHASE OUT SUB-$1000 APPROVAL REQUESTS.*

Template:

Subject: Property Address - Work Order {{WORK ORDER #}}

Body:

Hi Jake,

We received a work order {{WORK ORDER #}} for {{PROPERTY ADDRESS}} and I need approval/guidance.

Context:

Tenant Note(s): {{PASTE IN TENANT NOTES FROM THE 'JOB DESCRIPTION' SECTION IN THE AF WORK ORDER}}

Steps Taken:

Vendor Name(s):

Estimate(s):

Cost: {{INCLUDE ESTIMATES $ HERE. ADD ADDITIONAL BULLETS IF THERE ARE MULTIPLE ESTIMATES}}

Scope of Work:

{{OUTLINE SCOPE OF WORK. IF THERE'S A PROPOSAL FROM THE VENDOR, YOU CAN COPY AND PASTE IT. IF THE PROPOSAL IS A DOC, JUST ATTACHED IT AND NOTE "Proposal Attached" IN THIS SECTION. ALWAYS MAKE SURE TO PROVIDE A WRITTEN ESTIMATE PROVIDING THE BREAKDOWN OF ALL ITEMS}}

Photos: Photos are attached {{IF THERE'S A DRIVE LINK FOR PHOTOS PASTE INSTEAD OF ATTACHING}}

{{INCLUDE ANY ADDITIONAL CONTEXT JAKE MAY NEED TO MAKE A DETERMINATION

Suggestions for Proceeding: {{PROVIDE YOUR SUGGESTION FOR PROCEEDING. FRAME IT AS YES/NO OR MULTIPLE CHOICE. I.E. "I think we should approve this estimate and proceed" or "We can do either {{OPTION A}} or {{OPTION B}}, can you please advise?""

Thank you so much and let me know if you need additional context!

Approvals

If the PM CC's you on any email where he is notifying an owner he is approving work = you're approved to proceed.