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REIQ Journal : September 2008
PROPERTY MANAGEMENT 37 correspondence is clearly dated so that the lessor knows the final date by which they must take action and notify the agent. The property manager should then insert the final date of action into their follow-up system, and take appropriate action thereafter. Follow-up systems are vital for all real estate offices. It doesn’t matter which system your office uses – whether it’s your own software, Outlook reminders, your Blackberry, whiteboards or diaries – as long as you have one! To help in the successful defence of claims, it is also important for agents to ensure their systems are consistent, and that all property managers within an agency are using the same system. Best practice system four: Appointing licensed tradespeople and contractor appointment forms Before any work order is completed for a tradesperson or contractor, property managers should: Ensure that the person appointed to carry out works on a property holds appropriate public liability insurance; Be satisfied that the contractor’s qualifications are appropriate and current (if qualification is required, such as for a plumber, electrician or builder); and Complete a contractor appointment form, such as the REIQ Contractor Appointment form. It is recommended that contractor appointment forms are renewed annually as insurance is also an annually renewable event. Property managers should keep copies REIQ Journal September 2008