Managing Rental Repairs in Quebec: How to Track and Document Every Intervention
For landlords managing multiple units, repairs are one of the hardest aspects to control. Without a structured tracking system, requests get lost, costs spiral out of hand, and you're left without proof when disputes arise. Here's how to build a solid process.
Why Documenting Every Repair Is Non-Negotiable
In Quebec, landlords are legally required to maintain their properties in a habitable condition. If a case goes to the Tribunal administratif du logement (TAL), documentation becomes your primary line of defense.
An undocumented repair means:
- An expense that's difficult to justify with the Canada Revenue Agency (CRA)
- No history if the same problem recurs
- Increased risk in the event of a tenant dispute
The Essential Elements of a Solid Repair Log
Every intervention should be recorded with the following information:
- **Date of request**: when the issue was reported
- **Problem description**: the exact nature of the defect
- **Unit affected**: unit number and property address
- **Contractor assigned**: plumber, electrician, general contractor
- **Intervention date**: when the work was completed
- **Total cost**: invoice to be kept (required for tax deduction)
- **Before/after photos**: visual evidence of the unit's condition
- **Status**: pending, in progress, completed
Categorizing Repairs for Better Prioritization
Not all repairs carry the same urgency. Classifying them into three categories helps you allocate resources effectively:
Emergencies (respond within 24–48 hours): heating failure in winter, water damage, dangerous electrical issues.
Standard repairs (reasonable delay, typically 10 to 30 days): leaking faucet, broken appliance, minor water infiltration.
Planned maintenance: preventive equipment replacement, annual mechanical system inspections.
This classification prevents small issues from becoming expensive emergencies and helps you plan ahead.
Centralize to Work More Efficiently
Managing repairs by email or on paper quickly becomes unmanageable once you own several units. A platform like LogisIQ lets you centralize all requests, assign tasks to your contractors, and maintain a complete history for each unit.
Beyond organization, centralization gives you a bird's-eye view of your portfolio: which units cost the most to maintain, which contractors deliver the best results, and where to focus your next investments.
Keep Proof for Tax Purposes and Disputes
Every repair invoice is potentially deductible as a current expense. Store them systematically, organized by property and fiscal year. Whether you're facing a CRA audit or a TAL hearing, you'll have a complete and credible file ready to go.
FAQ
How long should I keep repair records in Quebec?
The CRA recommends keeping tax-related documents for at least six years. For major repairs that may affect the property's value, it's advisable to retain them for as long as you own the building.
Do I need to give written notice before entering a unit to make repairs?
Yes. Except in emergencies, you must give the tenant reasonable advance notice before accessing the unit to carry out work. This notice should be kept as part of your repair file.