Repair and safety issues can occur at any time, making timely and effective management essential in any owners corporation or body corporate community. Addressing these issues promptly not only ensures compliance and resident safety but also protects the long-term value of the property
Having a well-defined process for raising work orders is key to achieving this. By standardising how maintenance tasks are requested, approved, and completed, such a process provides clear accountability and efficient tracking. This leads to faster resolution of issues, improved safety, and consistent maintenance outcomes across the property.
In the day-to-day operations of owners corporations or body corporate communities, work orders play a crucial role in maintaining shared spaces that are functional and safe. These formal requests are used to raise repairs, schedule maintenance, and report safety hazards. Work orders also support smoother workflows, covering task assignment, approvals, scheduling, reporting, and tracking. When used effectively, they contribute to better property upkeep, promote transparency, and help promptly address issues in a structured manner.
Engaging verified and licensed contractors is essential to avoid legal and financial risks. A standardised process helps document and enforce proper checks, enabling owners corporations and body corporates to maintain compliance with legal, insurance, or work health and safety obligations.
When contractors work on-site, it's crucial to have a clear process for reporting any health and safety concerns. Prompt reporting helps to address risks quickly, protecting residents, workers, and the property.
Urgent repairs often come with strict resolution timeframes. Delays can lead to further damage or safety risks. That's why owners' corporations or body corporates must raise issues quickly and direct them to the right person. A well-structured work order system helps streamline this process and supports urgent matters being prioritised appropriately.
Occasionally, questions may arise regarding the scope or cost of completed works. A clear work order helps reduce these disputes by documenting the agreed scope, pricing, and terms upfront. This transparency supports smoother resolution and protects the owner's corporation and the contractor.
Work orders are more than just administrative tools. They are key in protecting property, supporting compliance, and improving communication across owners corporations or body corporate communities. Here’s how:
Work orders create a clear record that support insurance claims and help verify contractors meet policy requirements for public liability and building coverage.
A well-drafted work order identifies the two legal parties involved, outlines the agreed scope of work and pricing, and helps prevent scope creep. If additional work is required, it must be approved separately to protect budgets and expectations.
Owners corporations and body corporations must adhere to safe work practices, including contractor licensing and work, health, and safety compliance. Verified work orders provide the necessary documentation to show due diligence.
Work orders provide a maintenance history that benefits future committees, owners, buyers, auditors, and strata managers. This transparency supports long-term planning and accountability.
Clear instructions and formal processes show professionalism and respect. Contractors are more likely to prioritise clients with structured systems, reducing disputes and improving service quality.
A structured work order helps identify who to contact, what terms apply, and whether warranty coverage is relevant. This speeds up response times and avoids confusion.
Work orders document who requested, approved, and completed each task. They also demonstrate that funds are being spent responsibly with vetted contractors and proper oversight. This level of transparency helps to avoid confusion and keep everyone accountable for their role.
Work orders are most effective when supported by clear communication, trusted resources, and proactive planning. Here are some practical tips to help committees and residents manage them confidently:
Understand how your strata, owners corporation or body corporate manager handles work orders. Familiarise yourself with your scheme's internal processes so that requests are directed to the correct person.
Committees should display information on how to raise work orders on notice boards or digital platforms. Clear instructions enable residents to report issues quickly and accurately.
Ask your strata, owners corporation or body corporate manager if a verified contractor directory is available. You can also check government websites for licensed tradespeople.
Don't settle for the first offer. It is best practice to source multiple quotes to help compare pricing, availability, and service quality.
Reputable contractors should be able to provide testimonials or examples of past work. This helps build confidence before engaging them.
If you suspect suspicious activity, report it to NSW Fair Trading or Scamwatch. Protecting your community starts with staying informed.
Strata managers play an important role in helping owners’ corporations or body corporates manage work orders effectively. From coordinating repairs to supporting compliance with safety and insurance requirements, their involvement helps streamline the process and reduce the administrative burden on committees.
A well-organised strata, owners corporation or body corporate management company have systems in place to:
These systems help protect the property and its residents and improve transparency and communication between all parties involved.
Having access to additional support services can make a big difference. Whether responding to an urgent repair or finding a trusted contractor for a routine job, these tools help committees act quickly, reduce risk, and feel confident in their decisions. They also help residents feel supported, knowing there’s a clear process in place when something needs attention.
At PICA Group, we’ve developed a suite of exclusive services to support our customers in managing work orders with confidence and ease:
Identifying urgent maintenance issues for your common property can be challenging. With Community After Hours, we offer 24/7 support, so we can help whenever you need us.
We help you manage the day-to-day risks associated with the health and safety of people entering your strata, owners corporation or body corporate property. Our Community Health & Safety services include reporting injuries, incidents, and hazards on your common property to fulfil your duty of care.
Based on customer feedback and hands-on experience, we have over 2,500 listed contractors on CommunitySelect. All contractor certificates and insurances are thoroughly checked for competency, insurance and compliance for your peace of mind.
Customers can easily submit non-urgent maintenance requests directly to their local branch using our online form.
PICA Group tip: These services are exclusive to PICA Group customers. Other providers may use different systems, so review your service agreement to confirm what support is included.
Before renewing your agreement, take a moment to compare your options. Our quick and easy form can be completed in less than 30 seconds.
Work orders are vital for maintaining common property, improving safety, and compliance. When supported by best practice tips and clear communication, they help streamline maintenance, reduce risk, and improve transparency. Strata managers can help support owners corporations and body corporates with coordinating repairs and maintenance work, sourcing verified contractors, managing records, and providing guidance to maintain any legal and safety obligations following your state legislation.
This article is edited by Lauren Shaw Regional General Manager and Licensee-in-Charge on October 2025.
