General Maintenance Issues (Non-Emergency)
If you have a non-emergency maintenance issue that you would like us to address, we'd be happy to take care of it.
Before contacting us, please do the following:
- 1.) Assess the Urgency: Determine if the maintenance request is an emergency or a general maintenance request. (If it is an emergency, please click through to Emergency Maintenance.)
- 2.) Assess the Responsibility: Make sure your maintenance item is not something we expect you to address. (See the Tenant Maintenance Responsibilities section below.)
- 3.) Diagnose the Problem: Check to see if you can determine the cause of the problem that you are experiencing. If you can’t, no problem….but if you can, it is very helpful to our maintenance folks.
- 4.) Photograph the Problem: Take pictures of the issue if possible or relevant. You’ll have the opportunity to upload digital pictures of the problem when you submit the maintenance request, and it is VERY helpful to our maintenance folks to have pictures.
- 5.) Batch the Problem with Others:If you have more than one issue and none is urgent, please batch them together…it is much more efficient for our maintenance folks if they can address multiple issues when they come out.
To submit your maintenance request, please do the following:
- Click the button below to login to your Tenant Portal
- Once logged in, click the Maintenance tab on the left side of the screen
- Then click the “Request Maintenance” button
- Enter a detailed description of your issue, attach photos, and let us know if we can enter with our key.
When we receive the web form, we will promptly review your request in detail, acknowledge receipt of your request, and then forward your request along to our maintenance team.
Our maintenance team will contact you directly to schedule completion of the work.
General maintenance requests will be viewed and processed weekdays, 8:00 AM to 5:00 PM. Requests received during the evenings or on weekends will be processed the next business day.
If you don't hear from our maintenance team within 2 business days, this means there is a hitch somewhere in the process. Please call maintenance directly at (503) 321-5140 x 2 to address.
General Procedures for Maintenance Issues
- 1.) Report Maintenance Items Promptly: Please be sure to submit maintenance requests promptly. If you fail to report a maintenance item and there is further damage or expense, you may be responsible for the cost of this damage per your rental agreement.
- 2.) Follow Up if There Are Issues: After a repair has taken place, if you encounter any further issues, please contact our office and let us know that you had a recent repair but there is still a problem. Recent means a repair that was addressed within the last 60 days.
- 3.) Be At the Appointment: Be sure to be there if you have made an appointment with the maintenance contractor. If you no-show at an appointment, we will charge you for the costs incurred by the maintenance contractor. Be certain to contact the maintenance contractor as soon as possible if you are unable to make an appointment.
Additional Maintenance Considerations
- 1.) Unattended Maintenance Visits: You do NOT need to be on property for a scheduled maintenance visit. If you give Grid’s vendors permissions to enter your property when you are not there, Grid can give the vendor a key to enter, do the work, and then lock up when they leave. We do not enter without proper notice unless there is an emergency. An emergency is any matter that would pose a risk to the property or to the health or safety of tenants at the property.
- 2.) Minors in the Property: If a minor is left unsupervised in the property, Grid employees and vendors are restricted from proceeding with any maintenance work. Please ensure an adult is always present.
- 3.) Pets: When submitting a maintenance request, please indicate if you have pets in the property and arrange to secure them during the maintenance appointment.
- 4.) Work Completion: If our maintenance contractors leave the job incomplete, please contact your Property Manager directly so that we can ensure that the work gets completed.
- 5.) Feedback: We value your feedback, and we want to know how we can improve our maintenance process. Please let us know how we are doing! You should see a survey emailed to you after the work is completed. Please do respond and let us know how the work went, and how we can improve.
Tenant Maintenance Responsibilities
At Grid we take maintenance very seriously, and we want all of the properties we manage to be well maintained. While there will be instances when a maintenance request is necessary, there are some items that we expect you to address while you are there.
As outlined in your lease, all Tenants are responsible for the following kinds of general routine maintenance items:
1.) Smoke Alarm and CO Detector Batteries: Please test your smoke alarm and carbon monoxide detector batteries at least every six months and replace the batteries as needed. Report non-functioning smoke alarms or carbon monoxide detectors immediately if batteries do not solve the problem.
Please do not remove or tamper with a properly working smoke alarm and/or a properly working carbon monoxide alarm, including removing working batteries. We have the right to charge you a fee of up to $250.00 non-compliance with these duties.
- 2.) Light Bulbs: Please replace light bulbs inside and outside your unit with the correct size unless the bulb is higher than 8 feet above the ground. If it is, please let us know and we’ll take care of it. You are not responsible for light bulbs in the common areas of your property, just those that go with your premises.
- 3.) Furnace Filters: Please replace the filters in your furnace, if applicable, every 2 months when your furnace is in use. This will save you a lot of money on your electric bill because the furnace fan won’t have to work so hard to move air!
- 4.) Carpets: Please have your carpets professionally steam cleaned and spot cleaned at least once per year.
5.) Garbage Disposals: Garbage disposals are used to shred food waste into small pieces so that they will not clog your drain pipes. Over time, a film of scum can form in the grinding chamber and it may get smelly. To clean your disposal, run ice cubes and fresh lemon wedges in the unit. Be sure to cut all items into small pieces before putting them into the disposal.
If your disposal motor freezes up and the unit seems bound up and unable to turn, you may be able to fix it quickly. DON’T REACH INTO THE UNIT. Look under the sink….there should be a small red button on the side of the unit. If you press this button it will reset the motor and the unit should then operate properly.
- 6.) Oil Furnaces: If your unit has its own oil furnace, it is your responsibility to keep the tank filled with oil. If you let the furnace run out of oil, you’ll need to hire a service to “bleed” the oil lines to remove the air that may collect in the line, keeping the furnace from getting oil from the tank.
- 7.) Mold and Mildew: You can do a lot to keep mold and mildew out of your property or unit. Keeping the heat above 60 degrees Fahrenheit in all rooms will help prevent mold growth. Don’t seal off unused bedrooms and other rooms during the cold months – keep them heated. Always use the fan in your bathroom and kitchen to keep moisture out. If you have lots of plants, air out your property often to reduce the moisture in the air. You may want to purchase and use a dehumidifier if you have a large collection of plants inside. Clean regularly, including using bleach products on shower tile and shower doors. Attend to spills immediately. If you have water leaks, water entry, or excess moisture, please let us know right away.
- 8.) Drains: Please keep your drains free from lint, hair, grease, or food, and take precautions to maintain your drains.
- 9.) Pests and Insect Control: You are responsible for normal seasonal insect control and normal seasonal rodent control such as mice. If you have a larger problem, please let us know so we can help you diagnose the problem and take steps as needed.
10.) Landscape Maintenance: As outlined in your lease, you are responsible for maintaining your landscape. This includes keeping water on the shrubs and grass all year. The general idea is that you should maintain the landscape continuously, and should be prepared to return the property to us with the landscape in the condition it was in when you moved in.
If your rental agreement states that we are responsible for landscape and you notice that the landscaping is not up to par, please let us know. Please also let us know if you notice any problems with common-area sprinkler systems.
- 11.) Garbage and Trash: Please dispose of all garbage and recycling in proper containers and put it out for the pick-up service. Please dispose of hazardous waste properly in accordance with local and county laws.
- 12.) Seasonal Preventive Maintenance: Please close your foundation vents in the Fall and keep them closed until the Spring, then open them again. Please ensure your hose bibs are protected from freezing during the winter months.