Senior Housing Management
SOP # M106i Revision 1
Effective Date: February 10, 2001
Reviewed Date: December 11, 2003
Prepared by: MCL Approved by: CAM
Title: PROCEDURES FOR APARTMENT MAINTENANCE MANUALS
Documents needed: 1. Apartment Maintenance Check List SOP#M106
2. Apartment Painting History SOP#M107
3. Apartment Heat Pump Service Record SOP#M108
4. Apartment History Log SOP#M109
1. A three-ring binder should be set-up with dividers separating sections by
2. Each apartment section should have (from bottom to top) SOP#M106, 107,
108, and 109.
3. When an apartment is ready to rent, the maintenance person, following a
walk-thru and approval by management, completes SOP#M106. Everything
on the Checklist should be “E” for Excellent. (We want the new resident to
move into an apartment that looks like new or as close to new as the structure
will allow). Place form in Apartment Maintenance Manual under the proper
4. MOVE-IN: Resident is moving in. Management retrieves the completed
Apartment Maintenance Checklist from maintenance. Performs a walk-thru
with the resident/responsible party. If anything is noticed by the resident that
needs to be repaired, the manager notes it under “comments”. The
resident/responsible part signs the document, accepting the apartment. The
original is placed in the resident’s financial file (with other move-in papers)
and a copy is given to maintenance to place in Apartment Maintenance
Manual. If anything is noted on the document, maintenance is to perform
specified repairs ASAP. Next to each entry, write a completion date and have
resident/responsible party initial their acceptance that the repair has been
5. Any work done to an apartment is to be documented on the SOP’s provided.
This includes changing light bulbs, cleaning carpets, replacing shower
fixtures, etc. Any painting performed is documented on SOP#M107. It is very
important that the paint code be recorded. Any work or routine maintenance
performed on the apartment A/C units (if applicable) is documented on
SOP#M108. If a service company is called in to work on a unit, please note it
at t he bottom of the form including date, reason, company, and repairs done.
All other work done in the apartment is documented on SOP#M109.
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6. ROUTINE REVIEWS: Every 90 days (for assisted living) and annually (for
retirement) management will do an inspection of each unit using a new
Apartment Maintenance Checklist. Any repair needs noticed will be written
under “comments” with an additional notation as to whether the damage is
considered "normal wear and tear” or “resident created”. If normal wear and
tear, the repairs are performed at the facility expense. If the damage was
caused by the resident, the resident will be charged for all repair costs
including labor ($ 17.50/hr + (materials * 15%). Resident has the option to
have repairs performed following move-out (especially if it is likely the
damage is going to continue such as nicks in walls from wheelchairs, etc) or
to have repairs scheduled and performed in a timely fashion. Management
must decide based on severity whether repairs can be postponed. It is
important that the apartments are maintained in a pleasant condition at
all times for the pleasure and comfort of the resident but also for those
who may view the apartment while visiting or touring.
The resident/responsible party is to sign the Apartment Maintenance
Checklist following each review.
7. Following each review, the original Apartment Maintenance Checklist is
placed in the resident’s financial file, a copy is given to the maintenance
person and a copy is faxed to the corporate office. The maintenance always
keeps the most recent checklist on top (in each Apartment section) with all
documents of work performed on top as it is done. This system should
develop a chronological order of repairs in (roughly) 90 day increments
(yearly increments for retirement units).
8. MOVE-OUT: Upon Move-out, management performs a walk-thru with the
resident/responsible party using a new Apartment Maintenance Checklist.
Any damage is noted under “comments”. Additionally it is noted if damage is
considered “normal wear & tear” or “resident created”. Management explains
to the resident/responsible party that they are responsible for any damages
listed as “resident created” and the cost of such repairs will be represented on
their final statement. The resident/responsible party signs the bottom of the
document. The original is placed in the resident’s financial file and a copy is
given to the maintenance person to retain and to begin preparing apartment
for new move-in.
9. NOTE: Management is to, Upon move-in, following each routine review
and upon move out: Fax the Apartment Maintenance Checklist to Salem
10. PURGE: Keep at least one year’s worth of documentation on each apartment
in the manual. Purge old documents into folders labeled “Apartment
Maintenance Records” and keep separated by apartment number.
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