Strata Repair Handover Checklist: Scope, Photos and Follow-Up

Check the work against the work order

A useful repair record should let the next council member or property manager understand what was requested, what was completed and what still needs attention. Start with the agreed scope rather than a single finished photograph.

For a small interior repair, bring the approved work description, any agreed changes and relevant before photos to the review. Identify the room or common-area location precisely enough to find it again. Keep resident faces, identifying paperwork and visible access codes out of shared photos and captions.

The Province of BC recommends a plan, do, check and act approach to strata maintenance. Its guidance includes checking the condition of common property and inspecting completed maintenance and renewal work. Who arranges that review depends on the project and the responsibilities already assigned. BC guidance on doing strata repair and maintenance.

Use a short closeout checklist

For each work-order item, record:

• Location and scope: Which door, wall, trim section or room was included? Which adjacent surfaces were excluded?
• Observed result: What can be checked safely during an ordinary walkthrough? Record an observation rather than a conclusion about concealed work.
• Photos: Keep an overview and a detail view, with the work-order reference and date. Similar before-and-after viewpoints make the record easier to interpret.
• Outstanding items: Describe the issue, the person responsible for the next response and the agreed next step. Use separate entries for separate items.
• Supporting documents: List agreed product details, care instructions, warranties, professional reports and permit or inspection records where applicable. Mark missing documents as pending.
• Follow-up: Note whom to contact and how a reported concern will be tracked.

For example, a drywall patch and a full-wall repaint are different scopes. A closeout note should make clear which finish area was included before a colour or sheen difference is treated as an unresolved item. This is an illustrative example, not a Sunify project result.

Separate visible completion from specialist sign-off

A tidy surface or a set of photos cannot establish the condition of concealed plumbing, wiring, waterproofing or structural work. Ask for the relevant qualified professional or authority’s documentation when the project requires it. An ordinary contractor walkthrough does not replace required municipal inspections.

Identify the municipality for the actual address. The City of North Vancouver, District of North Vancouver and District of West Vancouver have separate processes. The City’s permit guidance includes interior alterations among work requiring review; check the actual proposal rather than assuming that a small repair is exempt. City of North Vancouver building permits.

Keep the scope and invoice easy to compare

Use the approved scope and documented changes when reviewing the invoice. Keep any unfinished work, questioned charges or missing paperwork in the record so the appropriate parties can resolve them. This checklist does not determine payment rights, contractual acceptance or who is legally responsible for a repair.

CHBA recommends comparing quotes against the same specifications and documenting changes. Those same records make closeout clearer. CHBA written contracts and quotes.

Record care instructions and report concerns

Keep the warranty terms actually supplied for the project, including the contact and reporting process. Do not assume every repair has the same coverage or duration. CHBA advises reviewing the agreed warranty and reporting deficiencies in writing within its applicable time limits. CHBA after-renovation guidance.

If there is an immediate safety concern or active damage, follow the building’s emergency procedure and seek appropriate help rather than waiting for an ordinary paperwork review. Do not operate a damaged door, disturb suspect materials or enter an unsafe area to obtain a photograph.

Prepare your next interior repair request

For a new door, drywall, trim or small interior repair enquiry, send the city, a plain-language scope, safe photos and known access or scheduling restrictions. Do not send access codes or private resident records through the enquiry form.

Discuss a strata or property-management repair with Sunify. For your own condo renovation planning, use the separate condo budget and strata-planning guide.

This is an organizational checklist, not a professional inspection, legal opinion or confirmation of a specific building’s obligations.