Setting Repair Approval Limits With a Property Manager

DecideFacts checked November 8, 2026Reviewed by Gary E. Wilson, President and Designated Broker

How an approval limit works

Most management agreements set one spending number. Work under it goes ahead without a call to you, and the cost shows up on your statement. Work over it waits until you have seen the scope and the price and said yes. Emergencies that threaten people or the property usually go ahead first, and you hear about them right after.

Wilson Management describes this same setup on its property maintenance services page: owners set an approval threshold, routine work below it proceeds, larger expenses come to the owner first, and genuine emergencies are handled right away. Its owner FAQ adds that you are told the details of damage repairs and asked for permission before the work begins.

There is no legal or standard dollar figure for this limit. The right number depends on your property, your reserve, and how quickly you can answer a message.

Why the repair clock matters

Washington law sets deadlines for starting repairs once a tenant gives written notice of a problem. Under RCW 59.18.070, the landlord must begin remedial work as soon as possible, and no later than:

• 24 hours when the problem cuts off hot or cold water, heat or electricity, or is imminently hazardous to life.
• 72 hours when the tenant loses use of a refrigerator, range and oven, or a major plumbing fixture the landlord supplied.
• 10 days in all other cases.

What the clock means for your limit

The notice can go to the person the landlord has named to the tenant or to whoever collects the rent. In Washington law, 'landlord' includes a designated property manager. So once you hire a manager, the clock usually starts when the manager gets the notice, not when you read your email. The statute allows extra time only for circumstances beyond the landlord's control, and the burden is on the landlord to finish the work promptly.

If a landlord does not start in time, RCW 59.18.100 can let a tenant hire the repair out and deduct the cost from rent, within limits. A limit that is too low, or an owner who is hard to reach, can turn a routine repair into a missed deadline. Our guide to landlord and tenant repair duties covers the full set of duties and tenant remedies.

Choosing your limit: what to decide

Before you pick a number, decide these points and put each one in writing:

• Per job or per invoice. Say whether the limit applies to a whole repair or to each bill, so a large job is not split into small ones.
• Reserve. Many agreements ask the owner to keep a set amount on hand with the manager so repairs can be paid without delay.
• Recurring work. Gutter cleaning, heating service and similar seasonal tasks can be approved once for the year.
• Turnover. Between tenants, a make-ready budget you approve up front keeps a vacant home from waiting on each small item.
• Replacements. Roofs, furnaces, water heaters and appliances are often treated separately, with your approval required even when the cost is near the limit.
• Reaching you. Name how the manager contacts you, how long to wait for an answer, and a backup person if you travel.

Emergency authority, in writing

An emergency clause should define what counts. A simple approach is to match the statute: loss of water, heat or electricity, a hazard to life, and anything causing active damage, such as a leak. The clause then lets the manager act first to protect people and the property, then report to you as soon as possible.

Washington also lets a landlord enter without the tenant's consent in an emergency under RCW 59.18.150, while normal entry needs written notice. For the practical side of the 2am call, see our post on emergency maintenance for rental homes.

Vendors, bids and your own contractors

Many owners ask for more than one bid on work above a set amount, unless it is an emergency. Others prefer the manager's regular vendors for speed. Either way, the agreement should say which you want. Washington's rule for management firms, WAC 308-124D-215, requires written disclosure of the firm's relationship with anyone providing other services, disclosure of fees first, and the owner's permission.

If you want to use your own contractor, check that they are registered. Washington generally requires contractors to register with the Department of Labor and Industries under RCW 18.27.020, and L&I's verify a contractor tool shows registration, bond and insurance. Wilson Management's maintenance management page says owners can often use their own contractor if the contractor is licensed, bonded and insured and works through the manager's scheduling.

Check the limit against your statements

Your statements are where you see whether the limit is working. Washington's rule for management firms requires each owner summary statement to itemize every expense paid, so each repair under your limit should appear as its own line. Wilson Management's maintenance page says every request, approval and completed job is tracked and its cost flows into the owner statement.

After six months or a year, read those lines as a pattern. Many small repairs on one system can mean it is time to plan a replacement. Several requests that waited on your approval can mean the limit is too low for the home. A short written amendment to the agreement can change the limit, and Washington requires any change to a management agreement to be in writing and signed by you and the designated broker.

If you would like to talk through a repair limit and emergency plan for your property, you can contact Wilson Management or read how its maintenance program handles requests from report to statement.