I get a handyman out who will provide a bill that I can photocopy for the tenants if necessary. He gives me an estimate and I can then send that with deductions from the rent security within the 30 days allowed.
We must provide a bill here in NJ when deductions are made but sometimes all the work can't be done within the 30 days allowed so I send the estimate.
Here's what I have charged for:
holes in walls or doors
broken locks
broken window panes
damaged floor tiles
broken thermostat
broken smoke or CO detector
excessively large broken out nail holes in walls for hanging pictures
big stains on carpets that need special treatment for removal
removal of trash left behind in apartment or basement
broken mailbox
fixing gouges to plaster or woodwork or replacement of molding
missing broiler pan
retouching wood cabinets
missing refrigerator shelves
That's about it. The handyman charges by the hour.
I do much of the work and he does what I can't do but the estimate is the key to getting paid for the problems.
He types it up so there are no mistakes etc.
Hope this helps.
--76.99.xxx.xx