# Triage maintenance requests by urgency and habitability

A prioritized work-order list with response times, vendor assignments, and resident updates for a property portfolio.

- Topic: Projects & Operations
- Framework: Few-Shot
- Level: Standard
- Tags: Plan, Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/triage-maintenance-requests-by-urgency-and-habitability

## Prompt

```text
Help me triage the open maintenance requests across my properties.

**Open requests:** [FOR EACH: UNIT, ISSUE AS REPORTED, DATE SUBMITTED, RESIDENT NOTES, PHOTOS Y/N]
**My vendors and in-house staff:** [TRADE, AVAILABILITY, APPROVAL LIMITS]
**Owner approval thresholds:** [e.g. owner approval over $500 except emergencies]
**Location (state/city):** [for habitability and repair-timeline rules]
**Constraints this week:** [STAFF OUT, PARTS DELAYS, BUDGET]

Steps:
1. Sort each request into: Emergency (risk to life, safety, or major property damage, e.g. gas smell, flooding, no heat in freezing weather, sewage backup, no working smoke detector), Urgent habitability (no hot water, broken entry lock, non-working refrigerator), Routine, and Deferred/cosmetic.
2. Assign a target response and completion time for each tier. Flag where local law may set a required repair timeline as [CHECK LOCAL LAW].
3. Assign the right vendor or tech and note whether owner approval is needed.
4. Spot patterns: repeat issues in the same unit or building that suggest a bigger problem (e.g. recurring leaks, an aging water heater).
5. Identify requests that need entry notice to the resident.

Return: a priority table (Unit | Issue | Tier | Assign to | Target date | Owner approval? | Entry notice?), the top three recurring problems, and short update messages to send residents for each tier. For gas leaks, fire, or flooding, residents should be told to call 911 or the utility emergency line first.
```

## What to fill in

- TRADE, AVAILABILITY, APPROVAL LIMITS
- e.g. owner approval over $500 except emergencies
- for habitability and repair-timeline rules
- STAFF OUT, PARTS DELAYS, BUDGET
- CHECK LOCAL LAW

Free to copy and use. From ThinkWithPrompt (https://www.thinkwithprompt.com/), a library of 2,663 curated AI prompts.