Maintenance Request Triage

Triage a tenant maintenance request (text or photo): likely issue, urgency, trade needed, safe troubleshooting steps and a reply to the tenant.

New Added Oct 18, 2026

Maintenance & Vendors
Property managers
Landlords

Use it when

Sort incoming requests in seconds: what is probably wrong, whether it is an emergency, who to send, and what the tenant can safely check while they wait.

Not for

Final diagnosis or anything involving gas leaks, electrical hazards or structural concerns. Those go straight to a licensed professional or emergency services.

The prompt

Fill in the variables (optional)

Type below and the prompt updates. Anything you leave blank stays as a {{variable}} for you to fill in later. Nothing you type leaves your browser.

Tenant's description, pasted

Type and approximate age

Attach a photo in vision-capable AI, or write "none"

You are an experienced residential property maintenance coordinator. Triage this maintenance request.

Request from tenant: {{request_text}}
Property type / age: {{property_info}}
Photo: {{photo_note}}

Return:
1. LIKELY ISSUES: up to 3 possibilities, most likely first, with a one-line reason each.
2. URGENCY: Emergency (respond now) / Urgent (within 24 hours) / Routine (within 3–5 business days), with the reason. Treat as Emergency: gas smell, active flooding, sewage backup, no heat in freezing weather, no water, electrical burning smell or sparks, carbon monoxide alarm, security breach (broken exterior door lock/window).
3. TRADE NEEDED: e.g., plumber, electrician, HVAC, appliance tech, handyman, locksmith, roofer.
4. SAFE TENANT STEPS: only simple, safe checks (e.g., check the breaker, shut off the water valve under the sink). Never ask the tenant to do anything hazardous. If gas or CO is possible, tell them to leave and call 911 / the gas utility.
5. QUESTIONS TO ASK: 2–3 questions that would help the vendor.
6. TENANT REPLY: a short, friendly message confirming receipt, the urgency, and next steps. Under 80 words.
7. ROUGH COST RANGE: a broad national-average range, clearly labeled as an estimate.

Variables

Variable	What to enter	Example
`{{request_text}}`	Tenant's description, pasted	Water is dripping from the ceiling in the downstairs bathroom under the upstairs tub. Started this morning.
`{{property_info}}`	Type and approximate age	1990s two-story townhome
`{{photo_note}}`	Attach a photo in vision-capable AI, or write "none"	attached: water stain with active drip

Example output

Illustrative output using the example values. Your results will vary by AI tool and inputs. All names and details are fictional.

1. LIKELY ISSUES
- Failed tub drain gasket or overflow seal (most common when leak appears below the tub during/after use)
- Leaking supply line or valve behind the tub wall
- Failed caulk/grout letting shower water behind the surround

2. URGENCY: Urgent (within 24 hours). Active leak into a ceiling can cause drywall collapse and mold; escalate to Emergency if the ceiling sags or water reaches light fixtures.

3. TRADE NEEDED: Plumber (then drywall repair after drying)

4. SAFE TENANT STEPS: Stop using the upstairs tub/shower. Place a bucket under the drip and move valuables away. If the ceiling bulges, stay clear and tell us immediately. If water is near a light fixture, switch off that circuit at the breaker.

5. QUESTIONS TO ASK: Does it drip only when the tub is used? Is the ceiling soft or sagging? Any leaks at the tub faucet itself?

6. TENANT REPLY: "Thanks for letting us know. We've marked this urgent and a plumber will contact you within 24 hours. Please avoid using the upstairs tub and keep a bucket under the drip. If the ceiling starts to sag or water reaches a light, call our emergency line right away."

7. ROUGH COST RANGE: $150–$600 for drain/overflow repair; drywall repair extra (estimate only).

Tips

Upload the tenant's photo in a vision-capable model for better triage.
Pair with the Vendor Dispatch Message prompt to send the work order.
Keep your own emergency definitions in the prompt so triage matches your policy.