Why Repair Tracking Is a Core Operational Priority
For landlords managing one or more properties in Quebec, maintenance requests can pile up fast. Without a structured system, urgent repairs get missed, timelines stretch unnecessarily, and property value erodes over time. Repair management is therefore a cornerstone of effective property administration.
Step 1: Centralize All Requests in a Single Log
The first rule is straightforward: every repair request must be recorded in a centralized log, whether that's a spreadsheet, a property management software, or a dedicated tool like LogisIQ. This log should include:
- Date the request was received
- Unit concerned (apartment number, address)
- Nature of the issue (plumbing, heating, electrical, etc.)
- Priority level
- Current status (pending, in progress, completed)
- Assigned contractor
- Estimated and actual cost
This log becomes your go-to reference in case of a dispute or inspection.
Step 2: Classify Repairs by Priority Level
Not all repairs carry the same urgency. Adopt a clear classification:
- **Critical emergency**: heating failure in winter, active water leak, dangerous electrical issue — respond within 24 hours
- **High priority**: defective landlord-supplied appliance, water infiltration without immediate danger — respond within 3 to 7 days
- **Normal priority**: cosmetic wear, door adjustments, minor fixes — schedule within the month
This hierarchy helps you manage your time and resources efficiently, especially when overseeing multiple buildings.
Step 3: Build a Reliable Contractor Network
Keeping an up-to-date list of trusted plumbers, electricians and general contractors is essential. Ideally, negotiate preferred rates in exchange for consistent work volume. Store copies of their RBQ licenses and liability insurance in your property files.
Step 4: Document Every Intervention With Photos and Invoices
Before and after each repair, take timestamped photos and keep all invoices. This documentation:
- Justifies your expenses for tax deduction purposes
- Serves as evidence in case of claims or disputes
- Helps track the overall condition of your property over time
Step 5: Conduct a Monthly Property Review
Once a month, review:
- Completed repairs and their actual costs
- Pending work and estimated timelines
- Recurring patterns (e.g., repeated issues in the same unit)
This review helps you anticipate maintenance budgets and identify properties that need closer attention.
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FAQ
Q: Are Quebec landlords legally required to keep a repair log?
A: The law does not formally require it, but it is strongly recommended. Before the Tribunal administratif du logement (TAL), a well-maintained log is solid proof of your diligence as a landlord.
Q: How long should repair invoices be kept?
A: For tax purposes, Revenu Québec recommends keeping supporting documents for at least six years following the relevant tax year. Also retain photos and any written correspondence related to the work.