How to Report a Problem to the Condominium Administrator

The seven pieces of information that must not be missing

1. The correct condominium

A property manager can handle dozens of buildings with similar street names. Always write the complete address, stairwell and, when useful, apartment number or floor.

2. The precise location of the problem

"There's a leak" is not enough. Indicate whether the water is coming from the ceiling of the stairwell, the meter room, the garage or a common pipe.

3. What is happening

Describe what you observe without improvising technical diagnoses. "Water dripping near the electrical panel" is more useful than "The main pipe has definitely broken".

4. Since when

Indicating when the problem started helps assess the evolution and urgency.

5. Immediate risks

Report trapped people, water near electrical systems, smell of gas, unstable elements or other hazardous conditions.

6. Useful photo, video or voice message

A clear photo can avoid an unnecessary site visit. Avoid ten separate messages: they become easy to lose.

7. A contact

Indicate who can open the room, provide access or clarify the situation.

Ready-to-copy message template

Good morning, I am reporting a problem at Condominium [address], stairwell [X], floor [X]. Since today at [time] the following is occurring [observable description]. The problem affects [area] and presents this possible risk: [risk / no evident risk]. I am attaching [number] photo(s). For access, [name and phone number] can be contacted. I request confirmation of receipt and the next available update.

How to distinguish real urgency

A serious system does not consider everything urgent. It can be useful to adopt three levels:

• critical: risk to people, safety or rapidly increasing damage;
• high: common service blocked or major problem without immediate danger;
• routine: anomaly that can be scheduled.

What should happen after sending

Good management involves at least four steps:

1. confirmation of receipt;
2. classification and assignment;
3. update when the service provider accepts or schedules the repair;
4. closure with outcome, date and any documentation.

In summary

A good report indicates location, problem, time, risk, attachments and contact. It requests acknowledgment and makes an update possible. This reduces misunderstandings and follow-up calls.