Define the scope
Know what is included before work begins.
Start with building locations, equipment information and recent service history. Identify any recurring complaints, tenant restrictions, shutdown windows or access requirements that should shape the maintenance plan.
Agree on the tasks and records required for each visit. Depending on the scope, those records may include completed work, observations, photographs and items needing further review. Reporting requirements should be settled before service starts.
Corrective repairs, replacement equipment and additional visits are addressed separately when they fall outside the agreed program. Clear authorization helps your team evaluate the next step before committing to additional work.