Property request template

Maintenance approval signing request template

A maintenance approval confirms an owner, tenant, or site contact has authorised proposed repair or maintenance work before it goes ahead.

Send a maintenance approval request Browse all templates

What is a maintenance approval?

A maintenance approval is a short authorisation that confirms a proposed repair or maintenance job has been approved before work and costs are incurred. It typically records what work is requested, the expected cost, and who has authorised it, giving the manager or contractor a clear go-ahead.

This matters because maintenance often involves spending against an owner's budget or interrupting a tenant, and proceeding without clear approval can lead to disputes over cost or access. A quick, dated approval keeps everyone aligned and gives the property manager evidence that the work was authorised before it started.

When to use a maintenance approval

A repair will exceed the manager's spending limit and needs owner sign-off.
A tenant must approve access or works affecting their occupancy.
A contractor needs documented approval before scheduling the job.
An owner wants to authorise an urgent fix quickly and on record.

What to include in a maintenance approval

Property and contact: the address and the owner, tenant, or site contact approving.
Work description: a clear summary of the maintenance or repair being requested.
Estimated cost: the expected price or quote so approval is given against a figure.
Access or timing: when work will occur and any access arrangements needed.
Approval and signature: a clear authorisation statement, signature, and date.

Pros and cons of sending a maintenance approval as a signing request

Pros

Get fast, dated approval before any cost is incurred.
Track opens so you know the approver has seen the request.
Reminders chase urgent approvals without repeated calls.
A completion receipt records exactly who approved and when.

Cons and things to watch

Approval records authorisation; it does not guarantee work quality or cost.
Cosign sends and tracks the request; it does not arrange the work itself.
Urgent safety issues may need action before approval can be obtained.
The approver needs email access and a device to review and sign.

How to send a maintenance approval with Cosign

Upload the maintenance request and preview it to confirm the work, cost, and access details are correct.
Add the owner, tenant, or site contact as the signer so they get a private link.
Set a short 7-day expiry to keep urgent work moving, and add a password if needed.
Send the request, track when it is opened and approved, and keep the receipt before scheduling work.

Maintenance approval request details

Email subject

Maintenance approval request

Default message

Please review and approve the attached maintenance work request.

Signer setup

Owner, tenant, or site contact

Suggested expiry

7 days

Button label

Approve maintenance

Best fit

Property teams

Maintenance approval FAQs

Is an electronic maintenance approval valid in Australia?

Electronic approvals and signatures are generally recognised under Australian electronic transactions laws when the approver consents and is identifiable. For a routine work authorisation this is usually straightforward. This is general information, not legal advice.

Who should approve maintenance work?

It depends on the matter, but commonly the owner approves spending, while a tenant or site contact may approve access or works affecting them. You can add whichever party is the right approver as the signer.

Is the maintenance request kept private when sent through Cosign?

Yes. The request is sent through a private link that is not indexed by search engines, so only the approver with the link can open it.

Why use a 7-day expiry for maintenance approvals?

Maintenance is often time-sensitive, so a shorter window such as 7 days keeps the request moving. Reminders can prompt the approver before it expires.

What if the work is urgent and safety-related?

Genuinely urgent safety issues may need to be acted on before a written approval is returned, in line with your obligations. The approval then provides a record once it is signed.