Authorization from Property Owner Requirements

Purpose

Ensure Spartan Plumbing technicians verify proper authorization before performing work at any property, particularly rental properties, commercial buildings, and properties where the person on-site is not the owner.

When to Use

• Any service call at a rental property where the tenant is present but not the owner
• Commercial properties with property managers or building managers
• Any situation where the person requesting work may not have authority to authorize and pay for it
• When a property manager has spending approval limits

Procedure

Identifying Authorization Issues

At arrival, confirm who you are speaking with: "Are you the homeowner, or is this a rental/managed property?"

If the person is a tenant, property manager, or anyone other than the owner, authorization is required from the property owner before proceeding

Even if a tenant is present and willing to pay, you must have property owner authorization

Obtaining Authorization

Ask the tenant or on-site contact for the property owner's or property manager's contact information

Call the property owner or manager and explain: the issue found, the recommended repair, and the estimated cost

Obtain verbal authorization to proceed — document the authorizing person's name and the time of authorization in ServiceTitan

If the owner cannot be reached, do NOT proceed with work beyond diagnostics — explain to the tenant that you need owner approval

Property Managers and Spending Limits

Property managers often have spending approval limits — ask: "Is there a spending limit on your authorization?"

If the repair cost exceeds their limit, they will need to get approval from the property owner

Document the property manager's name, authorization amount, and any spending limits in ServiceTitan

For ongoing relationships with property management companies, the office may have pre-established authorization terms

When Authorization is Unclear

If you cannot determine who has authority, err on the side of caution — do not proceed

Call your supervisor for guidance

You can perform a diagnostic to identify the issue, but do not start repairs without authorization

Leave a written estimate with the tenant and ask them to have the owner contact us

Important Notes

• Performing unauthorized work on a property creates legal liability for Spartan Plumbing
• This was identified as a missing SOP — some techs were proceeding with tenant approval only, which is not sufficient
• Emergency situations (active gas leak, flooding) may require immediate action regardless of authorization — use judgment and document thoroughly
• Authorization from the property owner or manager can be verbal — just document it

Related SOPs

• Customer Authorization & Paperwork — standard authorization process
• Payment Policy — who is responsible for payment
• Insurance Claim Guidance & Ethics — property damage authorization