HOUSE
HIRE
THIS PAGE FOR.
• This page provides a checklist form for hiring a service provider.
SCROLL DOWN FOR.
• BASIC INFO.
• COST OF WORK.
• BILLING INFO.
Note regarding the hiring checklist:
* The following checklist is used when hiring vendors.
* For certain work the PDF file can be filled in and signed as a form of work agreement.
Section #1 - Basic information needed for all vendors.
Note regarding the vendor company info:
* Vendors do not need to be licensed for all work but if they are it is important to have the information.
Note regarding the vendor person to contact:
* Vendor contact info is for recording keeping purposes so that vendor can be easily contacted.
Note regarding the payment method:
* Zelle is typically the best and preferred method.
* Check is less convenient and slow in the mail.
* Credit Card is only convenient if local property management assistant is present for work.
* Cash is least convenient because it requires in person payment.
Section #2 - Cost of work, reoccurring frequency and description.
Note regarding section #2:
* All vendors including the local property management assistant are considered independent contractors, not employees.
Note regarding the cost of work:
* The total cost or estimated cost of work should be understood before hiring any services.
* Going over fixed or estimated costs must be approved in advance.
* Fixed cost is more typical and always preferred.
* Fixed cost work typically includes plumbing, electrical and glass repair work.
* For any finish or fixture to be installed vendor should provide a photo or specific model with the work proposal.
* Basic cleaning to return the property as clean as it started is assumed to be included in all work.
* Hourly plus expenses is uncommon and only okay for small projects.
* Hourly rate work may include the local property management assistant work, cleaning work and sometimes handyperson work.
* Local assistant property manager may include travel time up to 30 minutes each direction.
* Mileage expense is not reimbursed for any vendors or local assistant property manager.
* Diagnostic charges are understood to be normal for some trades but must be disclosed before visiting the property.
* Typically diagnostic charges are only agreed to if the amount will later go towards the repair proposal cost.
Note regarding the work description.
* Reoccurring work agreements are assumed to be 1 year and to continue indefinitely until one party notifies the other.
* Minimum courtesy notice to change reoccurring agreements is 30 days.
* Identifying the fixed cost per service visit is more clear than identifying the fixed cost for a time period.
* Keep # of visits per month consistent by scheduling a day and time such as 1st & 3rd Monday each month at 10am.
* Avoid inconsistent # of visit per month by not agreeing to every week or every other week, since months are not 4 weeks.
Section #5 - Billing, payment and documentation.
Note regarding billing schedule:
* Billing must be provided to the owner no later that 7 days after the completion of job or service period.
Note regarding expenses and payment due:
* Start payments are assumed to be due on receipt.
* Progress payments and final payments are assumed to be payable within X days.
* Payable on receipt should be avoided because it requires paying in person with credit card or cash.
* Payable due within 24 hours or more is preferred because owner can pay with Zelle.
* Expenses are preferred to be be paid when the job is complete except for the local assistant property manager.
Note regarding work documentation:
* For charges made on the owners credit card a receipt must be emailed to the owner within 24 hours of making the charge.
* Even for fixed cost work the vendor is requested to provide the day and hours that the work was completed.
* Preferably the vendor can take work photos and email them.
* If vendor will not provide work photos then the tenant or assistant may be asked for this.
* Work photos and expense receipts must be emailed in JPG format, properly sized and oriented.
* For work photos it must be indicated in the email the date and time that photos were taken.