VentProof reporting resources
Dryer vent cleaning notice to residents
When you clean dryer vents across a building, a unit is often missed because the resident did not know you were coming. A clear notice and a unit-by-unit log make the day shorter and the record easier to hand to the manager or board.
What the notice should say
- Which building and which units the visit covers.
- The date and the arrival window for each floor or group of units.
- Who is doing the work, and how the technician can be identified.
- Whether the technician needs to enter the unit, and roughly how long it takes.
- What the resident should do before the visit.
- What happens if nobody is home, and how to arrange another time.
- A name and phone number or email for questions.
The notice period and how notices must be delivered depend on the lease, the association’s rules, and local law. Agree those with the property manager or board. This page is practical wording, not legal advice.
Sample notice wording
Replace every bracket with your own details. Remove any line that does not apply to the visit.
Dryer vent cleaning: [building name], [date]
[Company name] will clean the dryer vents in [building or unit range] on [date], between [start time] and [end time].
The technician will need access to the dryer in your unit for about [number] minutes. Our technicians carry [company identification].
Before the visit, please:
• Clear the area in front of and around the dryer.
• Do not run the dryer during your arrival window.
• Keep pets in another room.
• Make sure an adult is home, or arrange access with [manager or office] by [date].If we cannot get into your unit, we will record it as not serviced and [manager or company] will contact you about another time.
Questions: [name], [phone], [email].
Keep a unit-by-unit log
On the day, write one line per unit as you go. It is the fastest way to answer “which units are done?” afterwards.
| Column | What to write |
|---|---|
| Building and unit | The label the manager uses, for example Building B, Unit 204. |
| Date and technician | When the unit was visited and by whom. |
| Outcome | Serviced, or access attempt with no service performed. |
| Access reason | For a missed unit only: what prevented access, in factual words. |
| Report number | The report or photo set that belongs to this unit. |
| Follow-up | What needs to happen next and who will arrange it. |
Do not mark a unit serviced because the rest of the floor was. A missed unit needs its own access-attempt record; the failed-access guide shows how to write one without claiming work.
What to give the manager or board afterwards
- The log, with serviced units and missed units listed separately.
- A report for each serviced unit with what was observed and done. The report checklist lists the fields.
- Photos kept with the unit they belong to. See the before-and-after documentation guide.
- Airflow readings only where you measured them, recorded as in the airflow recording guide.
- Concerns that still need attention, and who is responsible for the next step.
A report documents the visit. It does not certify that a unit or the building is safe or code compliant.
Reports for each unit
For paper, print one blank service report or inspection report form per unit and write the unit on both pages. To type a report with photos, use the free report generator.
VentProof for Android lets a property record carry a building, unit, and dryer label, and has a separate no-access outcome for units you could not enter. It is on Google Play. See the fictional sample report, or read where reporting software fits alongside a field-service CRM.