Even once you've sorted out whether a given item of wear and tear falls to the owner or the tenant, plenty of owners feel uncertain, once it comes time to actually order the restoration work, about whether the cost is reasonable. Here's an overview of how to get competitive quotes and tips for the practical side of ordering.
- Restoration work is typically ordered after the move-out inspection, once the damaged areas have been confirmed.
- Getting competitive quotes from around two to three companies is the basic approach for comparing transparency of the breakdown and the reasonableness of unit prices.
- On a quotation, check whether the quantity and unit price are clearly stated for each line item of work.
- Whether you can order from a company other than the one the management company designates depends on the terms of the management agreement.
- Because the construction period directly affects when the next tenant search can begin, schedule management matters.
The Basic Flow of Ordering Restoration Work
Restoration work begins with confirming the damaged areas at the move-out inspection (taikyo tachiai), sorting out the scope of the work, and then requesting quotes from contractors. It's common for the management company to act as the point of contact and arrange the contractor, but if the owner is directly involved in ordering, it helps to first sort out which parts of the work fall to the owner and which to the tenant. For the basic thinking behind that cost allocation, see our article on the restoration-to-original-condition guidelines as well.
The Purpose and Timing of Getting Competitive Quotes
The point of getting competitive quotes isn't simply to find the lowest price — it's to compare whether the scope of work and unit prices are reasonable. With only one quote, you have little basis for judging whether the amount quoted is appropriate. Since the window between the move-out inspection and the start of the next tenant search is limited, it's best to request quotes from multiple companies in parallel, as early as possible. If the site-visit dates vary widely from one contractor to another, the comparison can end up out of sync, so where possible it helps to arrange for the companies to view the site around the same time.
What to Check on a Quotation
When checking a quotation, look at whether the quantity (such as square meterage) and unit price are clearly stated for each item of work — wallpaper replacement, floor repair, cleaning, and so on. A quote that lumps everything together as a single "isshiki" (lump sum) line tends to make the breakdown hard to follow, which makes it harder to compare against other quotes or judge additional charges later. Whether photos or drawings of the work area are attached is another factor in judging how precise the quote is.
Ordering Through the Management Company vs. Ordering Directly
Depending on the terms of the management agreement, ordering restoration work may be limited to a contractor the management company designates. Ordering through the management company offers reassurance on process oversight and quality, but it can also make price comparison harder. Confirm in advance how the management agreement addresses ordering, and if you'd prefer to order directly, that needs to be worked out in consultation with the management company.
Construction Timing and the Next Tenant Search
The construction period for restoration work directly affects when the search for the next tenant can begin. The longer construction drags on, the longer the vacancy period — and the greater the impact on income — so when comparing quotes, it's important to check not just the price but also the earliest start date and expected duration. If you want the work finished ahead of the peak moving season, you need to work backward from that target to decide when to place the order.
Points to Watch With Competitive Quotes
An unusually cheap quote can sometimes lead to additional work or extra charges later, so it's safer not to choose a contractor on price alone. Getting the contractor to clarify the scope of work and the unit-price breakdown at the quotation stage, and confirming in advance the conditions under which additional costs could arise, helps prevent trouble down the line. Whether the contractor has a track record with your properties and whether it offers after-service support are also worth checking alongside the price.
Frequently Asked Questions
How many companies should I get competitive quotes from?
It's common to get quotes from around two to three companies and compare the scope of work and unit prices. The right number of companies varies depending on the size of the property and the scope of the work.
Can I order from a contractor other than the one the management company designates?
It depends on the terms of the management agreement. Since the handling of orders is often spelled out in the contract, it's necessary to confirm with the management company in advance.
What should I do if I'm billed more than the quoted amount?
The basic approach is to check the grounds for any additional cost against the breakdown and agreements made at the time of the quotation. If you're not satisfied, consider consulting the management company or a third party.
Summary
Ordering restoration work is fundamentally about confirming that the cost is reasonable through competitive quotes. Weighing how clear the breakdown on each quotation is against the construction period and your re-listing schedule, it's best to decide on a contractor in consultation with your management company.