Property maintenance · Kenya
A simple property maintenance process for landlords
A repeatable maintenance process helps landlords respond consistently, coordinate contractors and retain a useful record of work. The aim is to make each request traceable from first report to completion.
Capture the request
Record which property and unit are affected, what the tenant has noticed, when it started and how the issue can be safely accessed. Ask for photos when useful and appropriate.
Assess urgency and safety
Prioritise immediate risks to people, security, water, electricity or further property damage. Where there is immediate danger, use the appropriate emergency service or qualified professional rather than waiting for routine scheduling.
Assign responsibility
Identify who will inspect or carry out the work, agree the scope and confirm access arrangements with the tenant. Use appropriately qualified contractors for specialist or regulated work.
Approve and track costs
Agree the expected cost and approval limit before work starts, except where urgent action is necessary to prevent harm or serious damage. Keep quotes, approvals and invoices with the request.
Confirm completion
Ask the tenant or responsible person to confirm the issue is addressed. Record the completion date, work performed, parts or costs and any follow-up needed.
Review recurring issues
Look for repeated faults, ageing equipment or preventive work that may reduce disruption. Keep a maintenance history against the relevant property or unit.
What to record for every request
- Date reported, property and unit
- Issue description, urgency and supporting photos if available
- Assigned person, access arrangements and approvals
- Quotes, invoices and final cost
- Completion date, outcome and any follow-up
Keep maintenance history with your rental operations
Masskani includes maintenance workflows within a wider property management system, helping keep repair requests alongside relevant property and unit records.
This guide is general operational information, not legal, engineering or safety advice. Use qualified professionals for specialist work and follow applicable requirements.