Work Order Processing: A General Letter to a Vendor

At Haven Management LLC we understand that you are an independent contractor and reserve the right to work or not work on any particular property. Please be aware however, when you agree to work on behalf of our clients, you then have a legal responsibility and must act in a professional manner. With that said, there are certain standards that we expect from a contractor. 

Here is our policy:

1. General Work Orders Issued: You must provide an estimated cost and status on the work order provided within 48 hours of receipt.  If not received within that time frame we then reserve the right to immediately cancel the work order and reassign to another contractor. All general work orders are faxed over to your office and our fax confirmation provides the date that we sent the work order. It is imperative that your fax machine/number is operational.

2. Emergency Work Orders: These types of work orders are always called in and faxed over. At the time of receipt you need to let us know if you are available at that time to perform the necessary work.

3. Proposals:  All proposals must be presented in a professional manner – no hand written bids will be accepted. Bid(s) must include specific details of bids – example – what kind of sink are you installing – you must provide make and models of products, size etc.

4. Approved Contract: This can be submitted along with the proposal but not as part of the proposal. Upon board approval of the proposal, you will submit a contract for board signature and your signature.  On this contract you will stipulate a start date, completion date along with a penalty clause for lack of performance on your part, any guarantees or warranties and permits that may be required. 

5. Invoices: You have only 30 days from completion of job to present an invoice for payment so that we can close out the work order in our system. By not billing on time you compromise the integrity of our reports for our board of directors. We issue checks every week. Service contracts are paid in the month following the billing month for example; we will pay October’s service in November and November’s service in December.

***Please include the Work Order # (top right hand corner of each work order issued by our office) on each invoice to expedite payment and preferably a copy of the work order we sent you. On Reserve projects your timely billing is essential as those checks must be signed by two members of the Board.  

6. Schedules of Values: Please provide your schedule of values for repairs – what you charge per hour or per job and for emergency calls.  What override do you charge for materials?

7. Insurance Documentation: Without a current liability insurance policy and a workers' compensation certificate you can not work for our clients – we track your expiration and expect your insurance carrier to send us updated declarations.  A copy of your contractor license is required (if applicable). Certificate expirations that are allowed to expire without prompt renewal will result in the termination of your services with our clients. We strive to deal with the best of the best to better serve our clients and nothing less.

We offer professional service to our clients along with updated reports for their review. We take this commitment seriously and look forward to working within meeting the needs of our clients.

Haven Management LLC