The guide

Asking contractors for a completion report

Most of a good repair completion report comes from the contractor's first message. Ask for the right things once, in your contractor instructions, and you rarely have to chase.

Put this in your contractor instructions

Copy it into your onboarding pack, your job-sheet footer, or the message you send with each job. It is CC BY 4.0, so you can change it freely.

When you finish a job, please send us:
1. What you did, in a sentence or two.
2. The cause, if you know it.
3. How you checked it works (a test, a measurement or a photo), and anything you did not check.
4. Whether it is fully fixed, a temporary fix, or partly done.
5. Anything still left to do, and when you can do it.
If you could not get in, tell us that too.
We record your answer as your statement, with your name and the time.

When something is missing

The builder writes a short message that asks only for what the record does not have yet, for example how the work was checked, or what is left to do. Copy it, or open it straight in WhatsApp.

Ask the resident the same way every time

A short, neutral question gets more answers than a satisfaction survey:

Hello, about your report "AC dripping water" (Tower 2, Apartment 1204): Bluepoint Cooling reports the work was done on 11 Oct.
Is the problem solved? Please reply 1 for yes or 2 for no. You can also tell us in your own words.

Write down when you asked. If nobody answers, the record says "no reply", with that date.

Keep it light

A small job needs a small record: a one-line statement, a quick test, and the resident's answer. The point is not paperwork. It is that anyone reading the record later can tell what was claimed, what was checked and what the resident said, without phoning three people.