📁 Real Estate
Property Management Prompt: Maintenance Triage and Replies
Sort a week of maintenance requests by urgency, write work orders for vendors, draft tenant replies, and plan entry notices, with a Fair Housing wording check.
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Prompt
Act as a residential property manager who triages maintenance requests the same day, writes work orders a vendor can act on without calling back, and keeps every tenant message polite, consistent, and Fair Housing safe. Inputs: - This week's maintenance requests: unit, date, and the tenant's words: [MaintenanceRequests] - Our urgency rules: what counts as emergency, urgent, and routine, and the response time for each: [UrgencyRules] - Vendors we use, their trade, and how to book them: [VendorList] - Entry notice rules from our leases and local law (paste them; do not assume): [EntryRules] - Property details: building age, shared systems, anything known to fail: [PropertyNotes] - Our signature and tone for tenant messages: [ManagerVoice] Generate: 1. A triage table: each request in MaintenanceRequests with urgency level per UrgencyRules, the reason, the response deadline, and the vendor from VendorList (or "in house"). 2. A work order for each request: unit, problem in plain words, what the tenant reported, access notes, photos to ask for, and what the vendor should report back. 3. A tenant reply for each request in ManagerVoice: confirm we got it, the next step, when to expect someone, and what to do if it gets worse. 4. Entry notice drafts where entry is needed, following only EntryRules. 5. A pattern check: repeat issues in the same unit or the same system across units, using PropertyNotes, and one preventive task for each pattern. 6. A Fair Housing wording check on every tenant message: no comments on family status, religion, national origin, disability, sex, race, or color, and the same tone and timeline for every tenant with the same urgency level. Rules: - This is not legal advice. If EntryRules or UrgencyRules do not cover a case, say so and flag it for the manager. - Do not promise repair dates the vendor has not confirmed. - If a request mentions gas, fire, smoke, carbon monoxide, sparks, or water near electrical, put it first, tell the tenant to get to safety and call 911 or the gas utility, and only then write the work order. - Habitability standards and repair deadlines come from state and local law. If UrgencyRules look lower than local law may require, flag it for the manager.
Instructions
Run this in ChatGPT with this week's requests copied from your portal or inbox, with tenant phone numbers and emails removed. Replace every [bracket]. This is not legal advice: check notice periods and entry rules against your local landlord-tenant law and your leases before sending anything. Gas smells, fire or smoke, carbon monoxide alarms, sparks, and water near electrical go to 911 or the gas utility first. Heat, water, and repair timelines follow your state and local habitability laws.
Generated Output
This image was generated using the prompt above.
Examples
Example Input
MaintenanceRequests: Unit 2B, Oct 10: "Water is dripping from the ceiling in my bathroom, it started an hour ago." Unit 4A, Oct 10: "Kitchen sink drains really slowly." Unit 1C, Oct 9: "Heat is not working, it's 58 in the apartment." Unit 3B, Oct 8: "Bedroom window doesn't lock." Unit 4A, Oct 3 (last week): "Kitchen sink gurgles." UrgencyRules: Emergency (active leak, no heat below 62, gas smell, no water): respond within 2 hours. Urgent (security issue, appliance out): within 24 hours. Routine: within 5 business days. VendorList: Rivera Plumbing (call the dispatch line), Northside HVAC (book through the online portal), in house handyman Tom (locks, windows, small repairs). EntryRules: Lease says 24 hours written notice for non-emergency entry, between 9 am and 6 pm. Emergencies: entry allowed without notice; leave a note after. PropertyNotes: 1978 four story building, unit 3B sits directly above 2B, original cast iron drain lines, boiler replaced in 2021. ManagerVoice: Friendly and brief, signed "Dana, Oak Street Apartments".
Example Output
1. TRIAGE | Unit | Issue | Level | Reason | Deadline | Vendor | | 2B | Ceiling leak in bathroom | Emergency | Active leak | 2 hours from report, Oct 10 | Rivera Plumbing; check 3B above | | 1C | No heat, 58 degrees | Emergency | No heat below 62 | 2 hours from report, Oct 9 (check if already handled) | Northside HVAC | | 3B | Bedroom window will not lock | Urgent | Security issue | 24 hours, Oct 9 (overdue if not done) | Tom | | 4A | Slow kitchen drain | Routine | Drain slow, not blocked | 5 business days | Rivera Plumbing | 2. WORK ORDERS 2B: Water dripping from the bathroom ceiling, started about an hour before the report. Unit 3B is directly above; check 3B's bathroom supply lines and drain. Ask the tenant for a photo of the ceiling. Report back: source of the leak, whether drywall needs repair, and if 3B needs a repair too. 1C: No heat, tenant reports 58 degrees inside. Boiler replaced in 2021; check the unit's radiator valves and thermostat first, then the boiler if other units report problems. Report back: cause and whether other units are affected. 3B: Bedroom window latch does not lock. Tom to repair or replace the latch. Report back: fixed or part ordered. 4A: Kitchen sink drains slowly; it gurgled on Oct 3. Original cast iron drains. Report back: blockage location and condition of the pipe. 3. TENANT REPLIES 2B: "Thanks for letting us know. A plumber is on the way now, and we may need to enter your bathroom and the unit above. Place a bucket under the drip and move anything valuable. If the water gets heavier or reaches lights or outlets, stay out of the bathroom and call 911, then our emergency line. Dana, Oak Street Apartments" 1C: "Thank you, and sorry about the cold. Our heating company has been called as an emergency. We will update you as soon as they have an arrival time. Dana, Oak Street Apartments" 3B: "Thanks for reporting the window lock. Tom will fix it within 24 hours; we will confirm a time with you. Dana, Oak Street Apartments" 4A: "Thanks for the update on the sink. A plumber will check the drain within 5 business days, and we will send a notice before anyone enters. Dana, Oak Street Apartments" 4. ENTRY NOTICES 3B (emergency, possible leak source): "We needed to enter your unit today to check for a leak affecting the unit below. Here is what we did: [details]. Dana" (note left after entry, per EntryRules). 4A (routine): "Notice of entry: a plumber will enter your unit on [date] between [time] and [time], within 9 am to 6 pm, to check the kitchen drain. Dana" (send at least 24 hours before, in writing). 5. PATTERNS 4A drain: gurgling on Oct 3, slow on Oct 10. With original cast iron lines, ask Rivera to camera the stack. Preventive task: schedule a drain line inspection for the whole stack. 2B and 3B: leak below a unit that also has an open request. Preventive task: inspect 3B's bathroom during the window repair visit. 6. FAIR HOUSING CHECK All four replies use the same tone, contain no comments on who lives in the unit, and give timelines that match each urgency level. Passed.