Keep an issue record for the building.

Record the unit or common area affected, when the issue was reported and what the occupant observed. Link it to any earlier inspection, repair or camera footage so the history doesn’t disappear when a contact changes.

Avoid turning an observation into a diagnosis. “Water appeared on the ceiling after the upstairs shower was used” gives useful context without assuming where the fault starts or who’s responsible.

Identify access and authority.

Before booking, confirm who can approve attendance and additional work. Include the property reference and the contact who’ll provide keys, open plant areas or arrange access to occupied units.

A maintenance plan should account for shared services. If the plumber expects an interruption, agree how affected occupants will be notified. Responsibility for costs should be confirmed through the manager’s instructions and the property’s arrangements; this guide doesn’t determine legal liability.

  • Manager and after-hours contact details
  • On-site access contact and key arrangements
  • Affected units and shared facilities
  • Approval limit or process for additional findings
  • Any required work-order or reporting format

Scope maintenance around actual assets.

List the drainage, hot water, water supply and roof/stormwater systems to be considered. Include existing product instructions, specialist device records and any previously identified repairs.

Frequency should follow the equipment, applicable requirements and the property’s history. A generic annual visit shouldn’t be treated as evidence that every system requirement has been met. Ask what will be inspected and which items need separate specialist work.

Close the loop after attendance.

Keep a record of completed work, areas not accessed and any follow-up recommendation. If there’s a repair proposal, connect it to the inspection evidence and the appropriate approval process.

Scott & Sons’ original service information includes preventative maintenance for strata and commercial property managers. The Hornsby contact can be used to discuss both planned work and urgent plumbing, with phone contact preferred for an active emergency.