Guide for Owners Performing Their Own Maintenance

At Aloe Property Management, we strive to provide a seamless experience for both property owners and residents. Some owners choose to complete maintenance themselves or hire vendors that Aloe PM does not coordinate or pay. This guide explains how that process works so expectations are clear for all parties.

1. What Owner Maintained Means

When an owner elects to handle maintenance without Aloe PM’s involvement:

The work order is assigned in our system as “Owner Maintained.”
Aloe PM does not coordinate, schedule, or pay the vendor.
The owner assumes full responsibility for scheduling, completing, and paying for the repair.
Vendors used under this category may:
Be uninsured, or
Only accept payment directly from the owner, or
Not meet Aloe PM onboarding requirements (W-9, insurance, banking details, etc.).

2. Communication & Follow-Up

Even though Aloe PM does not coordinate these repairs, we still need status updates so we can communicate with residents and keep accurate records.

Initial Confirmation – We will note the work order as Owner Maintained and confirm this with you by email.
48-Hour Follow-Up – Aloe PM will send you a follow-up email 48 hours after the request to ask:
Has the work been scheduled with the resident?
Has the work already been completed?
Do you have photos or documentation of completion?
Tenant Communication – Once you provide an update, we will communicate with the tenant so they are informed about next steps.

3. Owner Responsibilities

If you choose to perform your own maintenance or use a vendor Aloe PM does not onboard:

You are responsible for all scheduling and coordination with the vendor.
You are responsible for making payment directly to the vendor.
You are responsible for ensuring the work is completed in a timely manner and to an acceptable standard.
Aloe PM requires confirmation of scheduling and/or completion so we can update our records and keep the tenant informed.

4. When to Use an Onboarded Vendor Instead

If you prefer Aloe PM to coordinate maintenance with your chosen vendor, that vendor must be onboarded into our system. To qualify, vendors must provide:

W-9 form
Current insurance certificate
Contact details (name, email, phone, address)
Banking information for ACH payment

Once onboarded, Aloe PM will handle coordination, scheduling, and payment with your vendor directly.

5. Why This Matters

Maintaining transparency and communication protects both you and your tenants:

Tenants know what to expect and avoid frustration from lack of updates.
Aloe PM maintains accurate records of maintenance on your property.
You stay compliant with landlord responsibilities under Arizona law regarding timely repairs.

✅ In summary:

If you want Aloe PM to handle coordination → your vendor must be onboarded.
If you want to handle maintenance yourself → we will mark the work order as Owner Maintained and follow up with you for status updates.

Important Notice Regarding Owner-Completed Repairs and Liability

This notice is to inform you of the potential risks and liabilities associated with performing your own repairs on a property managed by Aloe. While we understand your preference to handle maintenance directly, it is crucial that you understand the legal implications and our position as your property manager.

Understanding Your Liability

When you perform repairs yourself or hire your own vendors outside of our established process, you assume all liability for the work. This includes any and all legal complications that may arise.

Injury or Damage: If a tenant, a member of their household, or a guest is injured, or if the property is damaged, as a result of a repair you performed, you will be solely responsible. The tenant can sue you for negligence, and our involvement will not absolve you of this responsibility.
Contractual Breach: Our property management agreement outlines our role in coordinating maintenance to ensure all work is documented, safe, and up to legal standards. By bypassing this process, you may be in breach of our agreement, which could lead to its termination.
Negligence and Documentation: Our process is designed to create a clear, defensible record of all maintenance activity. If you handle repairs on your own, a lack of proper documentation can make it difficult to prove the work was completed correctly, leaving you exposed to legal claims.

Protection of the Property Management Company

Due to the significant risks involved, we must ensure our company, Aloe, is protected from any liability stemming from owner-completed repairs.

Indemnification Clause: By choosing to perform your own repairs, you agree to indemnify and hold Aloe harmless from any claims, damages, or liabilities that may arise. This means you will take full legal and financial responsibility for any issues, including but not limited to, claims of negligence, breach of lease, or property damage.
No Responsibility for Your Actions: You acknowledge and agree that Aloe is not responsible for the quality of your work, the actions of your chosen vendors, or any issues that result from your direct interaction with the tenant. This includes any claims of harassment, theft, or other misconduct.
Assuming Full Fault: In the event of any legal action, dispute, or complaint related to a repair you performed, you will assume full fault and all legal costs. You agree that Aloe will not be named in any legal proceedings and that we will not be asked to pay for any damages, fines, or legal fees.

Our Recommended Process

To protect yourself and ensure proper management of your property, we strongly recommend you utilize our network of vetted professionals. If you still wish to proceed with your own repairs, you must follow the process outlined in our guide and communicate with us throughout the entire process. This will help us maintain a clear record, but it will not shift the liability from you to us.

By moving forward with an owner-completed repair, you are confirming that you have read and understood this notice and agree to these terms.