A good monthly report includes completed work, photos, issues found, repair approvals, and cost summaries. Here’s the structure that works.
Why monthly reports matter
A monthly report is your main tool for maintaining owner trust, justifying your fees, and creating a paper trail for any disputes. Companies that send consistent monthly reports have lower churn and stronger owner relationships.
Section 1: Executive summary
Start with a one-paragraph summary of the month. Total jobs completed, any significant issues, major repairs done or approved, and overall property condition. Owners should be able to understand the month in 30 seconds.
Section 2: Completed work log
A table or list of every service performed: date, service type, assigned worker, completion status, and a link to photos. This is the proof of work section. The more detailed, the more trust it builds.
Section 3: Issues and repairs
List any problems that were discovered during the month, how they were handled, and what approvals were requested or granted. If a repair is still pending, note the status clearly.
Section 4: Costs
A clear breakdown of all costs incurred, organized by category (materials, labor, contracted services). Include which costs require reimbursement and which are covered by your monthly fee.