A vendor handoff checklist for building repairs

Make the next action clear before the handoff

A useful vendor handoff tells the recipient which property and job they are handling, what they are being asked to do, who can authorize a decision and how to report back. Sending a photograph with “please handle” leaves those decisions unresolved.

Start from the existing work order. Give the vendor the information appropriate to that assignment and their authorized role. Keep unrelated resident information, credentials and unrestricted building access details out of a general message.

Send the scope that is actually approved

Separate an inspection request, an estimate request and an approved repair. A vendor should be able to see which one they have received. Identify the affected area, known condition, supporting material and limits of the current instruction.

If the vendor identifies additional work, record the proposed change and send it to the responsible approver. A newly quoted amount is not an approved amount, and a message asking for an estimate does not establish permission to begin extra work.

Example message you can adapt

Example template: “Please [assess / quote / perform the approved scope] for job [reference] at [property and authorized location]. Reported condition: [facts and source]. Access will be confirmed by [responsible person]. Please report [assessment / quote / completion evidence] to [manager]. Refer any scope or cost change to [approver] before proceeding.”

Replace the placeholders with reviewed facts and your organization’s actual authority. For urgent work, follow the established response process rather than waiting for a routine message exchange.

Record what the recipient confirmed

A sent message is not proof that the vendor accepted the job, obtained access or completed the work. Record the response and any unresolved question. If there is no reply, assign the follow-up to a person instead of assuming the work is underway.

Return the result to the property record

Keep the vendor’s update, reviewed changes, completion evidence and remaining follow-up with the work order. If an agency matter prompted the repair, retain a separate next action for checking that official record. HPD and DOB provide the source tools linked below.

The tracker gives the manager a row for each handoff, with a waiting reason and next review date. It helps a substitute manager continue the work without reconstructing the history from a personal inbox.