Free property management templates for the after-hours side of maintenance: a policy that settles what counts as an emergency, an on-call schedule that survives swaps and holidays, a worksheet for setting up an answering service, and a review for the night something went wrong. Each is a page you can read and a Word or PDF file you can adapt, with the decisions only your community can make left in [SQUARE BRACKETS].
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To decide what counts as an emergency
After-hours maintenance policy
Coverage hours, the emergency criteria, what waits until morning, who is called and in what order, response targets, and a short version for residents.
9 sections · For residents · Word and PDF Open template -
To keep the right technician on the phone
Maintenance on-call schedule
A weekly rotation with a named backup, and the rules for holidays, swaps, time off, response times and on-call pay, with a short version for technicians.
10 sections · For technicians · Word and PDF Open template -
Before an answering service takes its first call
Answering service setup worksheet
Everything the service needs from your community: hours, emergency criteria, the call order, where every other call goes, vendor numbers, greeting, reports and a go-live test.
9 sections · For the office team · Word and PDF Open template -
After a night that went wrong
Missed emergency incident review
A blameless review: a timeline built from records, what contributed, the effect, and each change with an owner and a date.
9 sections · For the team · Word and PDF Open template
Each template feeds the next.
The policy defines the emergencies. The on-call schedule says who answers for them each week. The setup worksheet hands both to whoever answers the phone, along with everything else a service needs. The incident review checks all three against a night that went wrong, and its changes flow back into whichever one failed.
For the reasoning behind them, our guides cover what is considered a maintenance emergency, building an on-call rotation, and how many after-hours calls are real emergencies.
Common questions about these templates.
- Are these property management templates free?
- Yes. Each one is free to download as a Word file you can edit or a PDF you can print, and no email address is asked for. Adapt them to your community and your own rules.
- Which template should I start with?
- The after-hours maintenance policy, if your emergency rules are not written down yet, because every other template refers to them. If they are, start with whichever problem is in front of you: a new answering service, an on-call schedule that keeps drifting, or a night that went wrong.
- Do the templates depend on using Activ?
- No. They describe what your community decides and does, and they work with any answering service or none. Where a template needs something from a service, it says what to ask for rather than assuming a particular one.