Owner Maintenance Authorization & Communication

Every property owner has different preferences for how maintenance requests should be handled. This form allows you to provide VPM with clear instructions regarding maintenance authorization, communication, service coordination, and preventative maintenance. Keeping these preferences on file helps us respond more efficiently, reduce unnecessary delays and costs, and provide residents with more consistent service.

Owner Information

Please identify the owner or ownership entity completing these preferences.

1. Properties Covered by These Preferences

Which properties do these preferences apply to?

2. Maintenance Handling Preference

For routine maintenance requests at the properties covered by this form, how would you like maintenance handled?

Emergency situations remain subject to the Emergency Maintenance Authorization below.

3. Emergency Maintenance Authorization

Emergency situations may require prompt action to protect residents, maintain habitability, or prevent additional damage to the property.

Examples of emergency situations
  • Active water leaks or flooding
  • HVAC failure during extreme temperatures
  • Electrical hazards, including sparking, exposed wiring, burning smells, or safety-related outages
  • Fire or smoke-related issues
  • Significant security issues, including broken exterior doors or windows, lock failures, or unauthorized entry
  • Fallen trees or other conditions creating an immediate safety or property-damage concern

Emergency action may include temporary or immediate measures necessary to stop further damage or address a safety or habitability concern. Permanent repairs may still require approval based on your authorization preferences.

4–5. Spending & Approval

If VPM is handling maintenance, indicate the amount VPM may authorize per work order, including diagnostic and trip charges, without obtaining additional approval.

Regardless of the limit selected, VPM will notify you before authorizing any single repair exceeding $2,500.

VPM will make reasonable efforts to troubleshoot maintenance concerns, use appropriate vendors, and minimize unnecessary costs before authorizing work. Where the estimated cost falls within your authorization, VPM will direct vendors to complete the repair during the initial visit rather than returning for a second trip. Emergency action is governed by the Emergency Maintenance Authorization above.

6. When Approval Is Required

If a repair exceeds your authorization limit, how long should VPM wait for your response during normal business hours?

If no response is received in that time, VPM will

VPM will advise the resident that the repair is pending owner approval.

7. Communication & Property Operating Reserve

Maintenance Communication

To maintain consistent written records of maintenance activity, VPM conducts routine maintenance communication through AppFolio by email or text message. When a resident reports an issue requiring vendor dispatch, VPM will generally send a written update advising you of the reported issue and that a vendor has been dispatched. We will provide additional information as it becomes available.

If a telephone conversation is required, your Property Manager is available to assist.

Property Operating Reserve

VPM can maintain an operating reserve to help ensure funds are available for maintenance and other property expenses. Maintaining a reserve can reduce repair delays associated with requesting owner contributions. If sufficient property funds are not available, an owner contribution may be required before work can begin. Contributions can take time to clear, and some vendors require payment before scheduling or beginning work.

When funds from the reserve are used, incoming rent will replenish the reserve to the selected amount before remaining funds are included in owner distributions.

The operating reserve is separate from your maintenance spending authorization and does not change the amount VPM may approve without contacting you.

8–9. Preferred Vendors & Existing Service Plans

9. Existing Service Plans

Indicate any active service or maintenance plans that apply to the properties covered by these preferences. (select all that apply)

Plan details

The Maintenance Coordinator will follow up to collect properties covered, service frequency, what the plan includes, and a copy of the applicable agreement.

10–11. Home Warranty & Homeowners Insurance Policies

Home Warranty Policy

Owners are welcome to maintain and use home warranty coverage. However, VPM cannot act as the intermediary for home warranty claims or warranty-related repairs.

If you elect to use a home warranty, you are responsible for handling the process from beginning to completion, including opening the claim, communicating with the warranty company and assigned contractor, scheduling service, coordinating directly with the resident, coordinating access, following up on delays, and monitoring the repair through completion.

VPM may provide available property or maintenance information and may be copied on communications when helpful, but VPM cannot serve as the primary contact or coordinator for the warranty claim or repair. Warranty-provider approval and scheduling processes can significantly extend repair timelines. VPM must remain able to address maintenance issues within appropriate timeframes, particularly when resident safety, habitability, or risk of property damage is involved. Emergency situations may still require VPM to act under the Emergency Maintenance Authorization above.

Homeowners Insurance Claims

The property owner is responsible for initiating and managing homeowners insurance claims directly with the insurance carrier, adjuster, or other claim representative.

VPM will provide available information that may assist with the claim, including applicable photos, maintenance records, vendor information, repair estimates or invoices, resident information related to the incident, and other available property documentation. VPM may be copied on communications and will cooperate by providing information when appropriate.

VPM will not act as the policyholder's representative, serve as the primary point of contact for the claim, negotiate coverage or settlement, direct the insurance adjuster, make representations regarding policy coverage, or manage the claim on the owner's behalf.

12. Preventative Maintenance

Select the services you would like to authorize. Frequency options appear only for services you select. Listed pricing reflects currently negotiated third-party pricing and is subject to vendor price changes. Additional work identified during service will be quoted separately as appropriate.

HVAC Preventative ServicePricing: To Be Determined
Planned service scope

Contactor inspection; filter service/replacement as applicable; condensate-line flush; overflow-switch testing; capacitor testing; coil inspection/cleaning as included; electrical connection inspection; thermostat and battery check; temperature-differential testing; smoke-detector check; and recommendations with quotes as needed.

Gutter Cleaning$180 for one-story properties · 2+ stories require a quote
Dryer Vent Cleaning$150
Vacancy LandscapingMow / Blow / Edge · $100 first service · $45 thereafter

Bush trimming, weeding, leaf removal, and other landscaping services are not included and will be quoted separately.

Multifamily Ongoing LandscapingMow / Blow / Edge · $120 first service · $60 thereafter

Bush trimming, weeding, leaf removal, and other landscaping services are not included and will be quoted separately.

13–14. Property-Specific Maintenance Information

Please provide any property-specific instructions or information that could help VPM troubleshoot or coordinate maintenance more efficiently. Enter the address and the information for that property together so we can clearly associate each instruction with the correct property.

Examples

Unusual breaker or fuse-box locations; switches controlling detached buildings, exterior systems, or equipment; water shutoff locations; septic or well information; irrigation controls; HVAC access locations; crawlspace or attic access; gate or access instructions; known property-specific equipment or controls; or other unusual features a vendor or Maintenance Coordinator should know.

Review & Submit

Please review your selections before submitting.

Acknowledgment

These preferences are intended to provide VPM with clear guidance for handling maintenance requests at your property. Circumstances involving resident safety, habitability, legal requirements, lease obligations, or immediate risk of property damage may require VPM to take action outside of these preferences when necessary to protect the resident or property.

Please notify VPM whenever your maintenance preferences, service plans, preferred vendors, property information, or other relevant circumstances change.

Email me a copy of this completed form A copy will be sent to the email provided above.