Having tenants email [email protected] for maintenance requests benefits property managers by keeping all repair issues centralized in one organized system instead of scattered across texts or personal inboxes. This ensures requests are logged and tracked properly, reduces the chance of missed repairs, and automatically creates the maintenance request directly in their Propra account without any manual entry. It also creates a clear history of maintenance activity, makes it easier to prioritize work, communicate with tenants, and coordinate vendors or staff. Overall, it streamlines the maintenance process, reduces administrative effort, and improves the tenant experience through faster and more professional service.
How to Create a Maintenance Request via Email
Propra makes it easy for tenants to submit maintenance issues directly by email. This allows requests to be automatically created in the property manager’s account, ensuring repairs are tracked and handled quickly.
Overview
Tenants can create a maintenance request by sending an email to:
This email-based process is designed to streamline maintenance communication and ensure all repair issues are properly recorded in Propra.
Important Requirements
Tenant Email Must Match Their Contact Profile
To successfully create a maintenance request, the tenant must send the email from the same email address listed on their contact card in Propra.
If the tenant sends the email from an address that is not on their profile:
Propra will not be able to identify the tenant
The system cannot detect which company or property they belong to
The request will have nowhere to be linked
The maintenance request will not be created
Owner Requests Are Not Supported by Email
At this time, owners cannot submit maintenance requests via email.
Owners must create maintenance requests directly through the Owner Portal, where their request can be properly associated with their account and property.
Step-by-Step: Submitting a Request by Email
Step 1: Tenant Sends an Email
The tenant sends an email to [email protected] including a brief description of the issue, such as:
“The kitchen sink is leaking”
“The heater is not working”
“There is a problem with the front door lock”
Step 2: Tenant Receives a Follow-Up Link
After the email is received, Propra automatically sends a response email back to the tenant containing a secure link to continue the request.
Step 3: Tenant Completes Request Details
When the tenant clicks the link, Propra guides them through a series of questions using Smart Templates.
These questions help collect important details such as:
Location of the issue
Urgency
Photos or additional notes
Access instructions
This ensures the request is complete and actionable for the property manager.
Step 4: Request Appears in the Property Management Account
Once the tenant finishes completing the request, a new maintenance request will automatically appear on the Requests page in the Property Management account.
Property managers can then:
Review the issue
Assign it to a vendor or maintenance staff
Track progress and communication