Walk the home, one room at a time
Start at the entrance and work through each room, then any exterior areas you want reviewed. Record one task per line rather than a general request to fix everything. Name the room and the item: a sticking bedroom door, loose cabinet hardware or a damaged section of wall. Keep observations separate from assumptions about the cause. This makes the list easier to discuss and helps avoid overlooking smaller tasks during an estimate conversation.
Separate must, should and can-wait tasks
Give each item a priority. Must means it needs attention before your intended use of the property; should means it matters but has some flexibility; can wait means it can be considered later. Explain why an item matters rather than assuming every task is equally urgent. Keep unresolved damage or concerns needing specialist assessment clearly identified. A repair inquiry is not emergency dispatch, and suitability must be reviewed before work is agreed.
Show the detail and the surrounding room
For each visible issue, take a close photo and a wider view showing its location. Add approximate dimensions where you can measure comfortably, such as the width of a patch or the length of trim. Note whether existing paint or spare materials are available. Do not move equipment, open systems or undertake risky access just to document a task. Avoid including people, private paperwork, guest details or access information in photographs.
Request timing without assuming a booking
State the property town, when access may be possible and any requested deadline. Explain whether you are preparing for a visit, a rental booking or another event. Those dates help a provider assess the request; they do not reserve a work slot. Wait for scope and availability confirmation before making dependent plans. Sending several tasks together can support a clearer discussion, but bundling does not automatically mean a discount, a single visit or a faster completion.
Agree on the written scope and materials
Before approval, review which tasks are included, which are excluded and what preparation or materials are proposed. Identify paint colors, finishes and any owner-supplied items that affect the work. Ask how changes will be priced and approved if the initial list expands. A short written scope is more useful than relying on an informal conversation alone. Keep a copy with the agreed estimate so both sides can refer to the same expectations.
Keep access arrangements private
Once the scope and timing are confirmed, arrange property access directly and privately. Do not put lockbox combinations, alarm instructions or guest details in a public inquiry form. Identify who can answer questions and approve additional work. Discuss any completion photos or itemized invoice requirements before approval rather than assuming they are standard. Keep the final agreed list and any changes together as a practical record for future maintenance planning.
Build a useful request.
Send the property town, your repair list, useful photos and requested timing. Orbit can review scope and availability before you agree on the next step.
Send a repair request →