Handling Multi-family Unit Maintenance Requests in San Francisco

Tammy McNaught • September 5, 2024

Responding quickly to maintenance requests is something that every landlord must do in order to provide great customer service to tenants and protect the condition of their investment. If you’re working with a professional San Francisco property management company, you should be able to trust that they are managing every repair request efficiently and completely. If you’re managing your own apartment, make sure you’re responsive, document everything, and hold your vendors accountable. 


Depending on the building in which you own property, you may have to go through your HOA or community association when certain repairs are needed. Be sure to review all the rules and regulations as well as your lease agreement before you put a maintenance plan into place.

Handling Multi-family Unit Maintenance Requests in San Francisco - Article Banner

Document the Needed Repairs 


Maintenance on multifamily properties is an expense, but it’s a necessary expense that contributes to the protection of your property and the preservation of its value. Make sure you’re encouraging your tenants to make the repair requests as they happen. Even if you can’t get to them right away, you want to have a record of them. 


Put a process in place. If it’s an emergency and there’s a fire or a flood, your tenants should call you or your San Francisco property management company immediately. If it’s a routine repair that’s needed, you’re better off having your tenants put something in writing. This will allow you to track the date that the request came in and the action that was taken. 


Communicate with Residents and Vendors 


You’ll want to make sure that communication is open and transparent. Tenants will want the repairs to be done quickly, but they also won’t want to be inconvenienced too much. Make sure you’re working with licensed and insured vendors who can be trusted to do good work and deliver customer service to your residents. Talk about what will happen next and let your tenants know when they can expect the repair to be made. Then, follow up with them after it’s complete. 


Make sure your vendors know what you expect. Hopefully, you have established relationships in place with plumbers, electricians, roofers, HVAC technicians, and other professionals who know you and your properties. Discuss costs and timelines before you agree to any work. 


Maintenance Responsibilities with HOAs


It’s important that you understand what you’re responsible for and what the association is responsible for within an apartment community or an HOA. Common area repairs are almost always the responsibility of the association, whereas any maintenance on your individual property will be up to you. If your tenant happens to cause damage to something in the common area, you may be held financially responsible for that repair. 


Every association is different, and it’s important that you seek help from a San Francisco property management company if you’re not sure where exactly your responsibilities start and end. A good property manager can also help you keep your maintenance cost-effective. 

maintenance

When you’re maintaining your multifamily rental property, you want to make sure you’re responsive to your tenants’ needs and careful to avoid deferred or unreported maintenance. Consider a preventative maintenance strategy, and make sure you’re keeping your rental property in excellent condition. 


Contact us at BanCal if you have any questions about maintenance or if you need help with San Francisco property management services. 

By Daniel Ruiz June 23, 2025
When deciding to invest in San Francisco real estate, you'll want our best tips and tricks! Make sure to always check...
By Daniel Ruiz June 23, 2025
Deciding to invest in San Francisco real estate can be a big decision. Make it easier by using BanCal Properties' expertise to your advantage!
June 19, 2025
At BanCal, we understand that trusted vendors are essential to maintaining high-quality properties. That’s why we follow a thorough and intentional vendor screening process to ensure every contractor and service provider meets the standards our residents and property owners expect. 
June 17, 2025
At BanCal, one of the most important parts of our property management approach is conducting a thorough annual walkthrough of every unit we oversee. These yearly check-ins allow us to closely examine each space, identify potential issues early, and ensure your property is being properly maintained. We take our time during these walkthroughs. Each unit receives a detailed, hands-on review focused on small but important details that may go unnoticed or unreported by tenants.  During the visit, we check for: Functioning smoke and carbon monoxide detectors Leaks or plumbing issues in faucets, toilets, and under sinks Signs of wear and tear, mildew, or water damage Window seals and anything that may affect heating, airflow, or insulation These visits help confirm that the unit remains safe and habitable. They also present opportunities to catch minor maintenance issues before they become costly repairs. For example, a slow leak or a running toilet can quietly increase water bills over time. Why do we take this approach? Because tenants don’t always report problems—sometimes they overlook them, or simply don’t realize an issue needs attention. A yearly walkthrough gives us valuable insight into the true condition of the unit. In addition to these interior reviews, our team also inspects the exterior of your property at least once a month. We check landscaping, look for visible wear, and flag anything that may need attention. After the annual walkthrough, we’ll provide you with a full report that includes photos, detailed notes, and recommended next steps based on our findings. While not a formal inspection, our reports are grounded in years of experience and a trained eye for detail—so you always know what’s going on with your property. These annual check-ins are a key part of how we protect your investment, promote tenant satisfaction, and maintain the long-term value of your property. At BanCal , we treat every property like it’s our own—and that’s why this process matters.
More Posts

GET A FREE RENTAL ANALYSIS