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Property Repair Scope of Work

A property repair scope of work for landlords hiring a contractor, with tasks, quantities, exclusions, materials, tenant site rules, price and warranty.

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  • property management
  • landlord
  • repairs
  • contractors
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About this document

A property repair scope of work is a written description of a repair a landlord or property manager wants a contractor to do: the tasks, quantities, materials, rules for working in an occupied unit, schedule, price and warranty. The property repair scope of work becomes the work order both sides sign.

Write the property repair scope of work before asking for prices, so every contractor bids on the same work. Record the damage first with a property damage incident report. For a larger job with drawings, specifications and several trades, use the construction scope of work instead. In a rental built before 1978, repairs that disturb paint can fall under federal lead-safe work rules, so confirm the contractor is certified before work starts.

How to fill it in

  1. Describe the property and contractor. Enter the address and unit, who prepared the scope, the contractor's company, license number and contact, and the date.
  2. List each task and exclusion. Write one task per row with its location and quantity, such as square feet or number of fixtures. List what is not included, and say what the contractor does if it finds mold or hidden damage.
  3. Set materials and site rules. Name each material, color and sheen, and who supplies it. Fill in working hours, parking and key pickup, and whether the building was built before 1978.
  4. Agree the schedule and price. Enter the start and finish dates, then a fixed price or a time and materials rate with a not-to-exceed cap. Say when you pay and that extra work needs written approval first.
  5. Check insurance, then sign. Get the contractor's certificate of insurance and check the license before signing. Send the tenant a tenant notice of entry as your state and the lease require.
Property Repair Scope of Work

Scope of Work: Property Repair

What a contractor will do, to what standard, by when, and for how much

Property and unit

[Address], Unit [number]

Prepared by

[Name, company]

Contractor

[Company name], license [number]

Contractor contact

[Name, phone, email]

Date

[Date]

Write this before asking for prices, so every contractor bids on the same work. Anything not written here is not included.

1. Summary

[One or two sentences. For example: Repair water damage to the bathroom ceiling in Unit 4B after the leak from Unit 5B was fixed, and return the ceiling to its original finish.]

2. Work included

#

Task

Location

Quantity

1

[Remove and dispose of damaged drywall]

[Bathroom ceiling]

[About 40 sq ft]

2

[Install new moisture-resistant drywall, tape, and finish to match]

[Bathroom ceiling]

[About 40 sq ft]

3

[Prime and paint the full ceiling to match existing color]

[Bathroom]

[1 room]

4

3. Not included

  • [Repairs to plumbing in Unit 5B (already complete)]

  • [Mold testing or remediation, if found; stop work and call us]

  • [Any work outside the bathroom]

4. Materials and finishes

Item

Specification

Supplied by

[Drywall]

[1/2 in. moisture-resistant]

[Contractor]

[Paint]

[Brand, color name and code, sheen]

[Contractor / Owner]

5. Site rules

  • Working hours: [8:00 a.m. to 5:00 p.m., Monday to Friday]

  • The unit is occupied. We will give the tenant notice of entry; do not enter outside the scheduled window.

  • Built before 1978: [yes / no]. If yes and the work disturbs painted surfaces, the contractor uses an EPA lead-safe certified firm and lead-safe work practices.

  • If you find damage, mold, or other conditions not described here, stop that part of the work and send photos to [name] before going further.

  • Protect floors, fixtures, and belongings; remove debris and leave the area broom-clean every day.

  • Parking and access: [where to park, how to get keys]

6. Schedule

Start

[Date]

Finish

[Date]

Working days

[Number]

7. Permits and inspections

[The contractor will get any permit the work needs and schedule the inspection / No permit is expected for this work.]

8. Price and payment

Price

[Fixed price of $___ / time and materials at $___ per hour plus materials, not to exceed $___]

Payment

[Paid in full within [number] days of completion and acceptance]

Changes

Any extra work must be approved in writing, with a price, before it starts.

Lien waiver

With final payment, the contractor gives us a lien release for the amount paid and confirms that its suppliers and subcontractors have been paid.

9. Completion

  • Walk through the finished work with [name] and fix anything on the resulting list.

  • Provide before and after photos and receipts for materials we pay for.

  • Warranty: [workmanship guaranteed for [period] from completion].

10. Insurance and license

Before work starts, the contractor gives us a current certificate of insurance [naming [company] as additional insured] and a license number we can check.

Name

Signature

Date

Owner or manager

[Name]

[Signature]

[Date]

Contractor

[Name]

[Signature]

[Date]

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Frequently asked questions

Do I have to tell a tenant before a contractor makes repairs?

Usually, yes, except in an emergency. Most states require a landlord to give reasonable notice before entering a rental for repairs, and some set a minimum. California, for example, treats 24 hours' written notice as reasonable under Civil Code section 1954. Check your state's law and the lease.

Does a contractor need lead-safe certification to repair an older rental?

Yes, in many cases. Under the EPA's Renovation, Repair and Painting Rule, paid work in housing built before 1978 must be done by a certified firm using lead-safe practices. That applies when it disturbs more than 6 square feet of painted surface per room inside, or 20 square feet outside. Some states run their own programs.

Should I pay a repair contractor a fixed price or time and materials?

A fixed price works best when the scope is clear and the damage is visible. Time and materials, meaning an hourly rate plus the cost of materials, suits jobs where hidden damage is likely. Add a not-to-exceed cap so the contractor must ask before the cost goes higher.

What should a repair scope of work include?

A repair scope of work should list each task with its location and quantity, what is excluded, the materials and finishes, site rules, the schedule, the price and payment terms, and how completion and warranty work. The more exact the quantities, the closer the bids will be.

Sources

  1. California Legislative InformationCodes displaySection.xhtml (opens in a new tab)
  2. US EPALead Renovation, Repair and Painting Program (opens in a new tab)

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