Tracking Rental Repairs in Quebec: How to Manage Requests Without Losing Control
For Quebec landlords managing multiple rental units, repair requests pile up fast. A leaking faucet here, a broken heating system there — without a clear system, things fall through the cracks. And in Quebec, that can have serious legal consequences.
Why Structured Tracking Is Non-Negotiable
Under the Quebec Civil Code, landlords are legally required to keep rental units in a habitable condition. An unresolved repair request can become grounds for a claim at the Tribunal administratif du logement (TAL). A proper tracking system protects you by documenting every step:
- **Date the request was received**
- **Nature of the problem** reported
- **Priority level** assigned (emergency, standard, deferred)
- **Contractor contacted** (plumber, electrician, general contractor)
- **Resolution date** and associated cost
This paper trail is critical if you ever need to justify your actions before the TAL.
Centralizing Requests: Essential for Multi-Unit Landlords
If you manage five or more units, repair requests come in through texts, emails, voicemails and handwritten notes. The first step is centralizing all requests in one place — whether that's a structured spreadsheet or a dedicated property management tool.
Every request should be tied to a repair file that includes:
- The address of the affected unit
- A clear description of the issue
- Supporting documents (photos, invoices)
- Real-time status (open, in progress, completed)
Platforms like LogisIQ let you centralize repair tracking by property, rank requests by priority, and maintain a complete history for each unit.
Prioritizing Repairs: Urgency vs. Planning
Not all repairs are created equal. A simple priority framework:
- **Emergencies (24–48h):** heating failures in winter, water damage, electrical outages
- **Standard priority (7–14 days):** faulty appliances, lock issues
- **Planned repairs (30+ days):** cosmetic work, normal wear and tear
Building this priority grid into your tracking workflow prevents oversights and delays that could expose you to legal risk.
Tracking Costs by Unit
Every repair should be tied to a specific unit in your records. This allows you to:
- Identify your **most expensive units to maintain**
- Build accurate **annual maintenance budgets**
- Document expenses for your **tax return**
Granular cost tracking per unit is one of the cornerstones of professional property management.
Building an Auditable History
Beyond day-to-day tracking, your repair records serve as a long-term audit trail. If a tenant disputes the condition of a unit or claims a repair was never made, your documented history — with dates, contractors and invoices — is your best defense.
Storing this data digitally, organized by unit and building, makes it accessible when you need it most and eliminates the risk of losing paper records.
FAQ
Q: Is a Quebec landlord legally required to complete repairs within a specific timeframe?
A: Yes. The Quebec Civil Code requires landlords to maintain units in a habitable state. While exact timelines depend on the nature of the issue, emergencies must be addressed without reasonable delay — failing to do so can lead to tenant recourse at the TAL.
Q: Should repair invoices be kept as part of rental property records?
A: Absolutely. Keeping invoices serves two key purposes: they support deductible expense claims on your tax return, and they provide documented proof that repairs were completed — which is invaluable in the event of a dispute with a tenant.