What should a landlord do when a contractor no-shows or runs late on a repair?

The same day

1. Call, then text or email: "We had you booked for Tuesday at 9. Please confirm when you can be there and what is delaying you." A written message makes a record.
2. Tell the tenant what you know and when you expect a visit. A tenant who is kept informed is far less likely to complain or call an authority.
3. If the repair is urgent (no heat in cold weather, water, an unsafe lock), start a backup vendor now. See the urgency guide.
4. Check the access plan. Some no-shows are the tenant not being home or a locked gate.

Days two to five

If you hear nothing, send a second message with a firm deadline: "If I do not have a confirmed date by Thursday at noon, I will hire another contractor." Then do it. Most contractors who are overbooked would rather release a job than lose a client and a reference.

Do not pay for work that has not been done. If you paid a deposit, ask for it back in writing, and check what your agreement says about cancellation. A deposit on a job that never starts is usually the vendor's to return, though how you recover it depends on the contract and your state.

If a repair affects health or safety, your state may set a deadline for the landlord to act. Do not let a vendor's delay put you past it. Check your state, and see how long a landlord has to make repairs.

Why it happens and how to cut it

• Overbooking. Good contractors have a waitlist. Ask how far out they are booked before you promise a date to a tenant.
• Unclear access. Give the unit, the access method, the tenant's availability and a phone number in one message.
• Waiting on materials. Ask at booking whether parts are on hand or ordered.
• Weak relationship. A vendor who knows you pay promptly and give steady work shows up more.

Example a made-up owner books a plumber for a Monday morning kitchen leak repair. At 11 the plumber has not arrived. The owner texts, gets no answer, tells the tenant a backup visit will be made, and by 2 p.m. a second plumber is on site. The first plumber calls Tuesday and the owner says the job is done and pays nothing, in writing.

Build a bench so one no-show does not matter

Keep at least two vetted vendors per trade: plumbing, electrical, HVAC, general handyman and locksmith. Hold their W-9 and insurance on file, so you can send either on a day's notice. A bench costs nothing to build, and when a job is urgent you simply call the next one. If a vendor misses twice, remove them from your list.

Track how each vendor performs: on-time arrival, quality, quote against invoice. After a handful of jobs the pattern is visible, and it makes the choice easy.

How DoorKeeping handles it

An offer to a helper has a response window; if they do not accept in time, the offer expires and the work order goes back to new so you can offer it to the next helper on your list. You can turn on a dispatch rule once, and DoorKeeping then sends offers for matching jobs on its own, which you can see in the morning brief. Rent stays in your own bank account, and anything involving money waits for your approval.

Sources

1. DoorKeeping: Connect Claude or ChatGPT (steps and tools list), read Oct 30, 2026

Questions

What should I do if a contractor does not show up?

Contact them in writing the same day, tell the tenant, and set a deadline. For an urgent repair, send a backup vendor right away.

Can I get a deposit back from a contractor who never started?

Usually you can ask for it, and your agreement and state law decide how. Request it in writing and keep records.

How long should I wait before hiring someone else?

For an urgent repair, hours. For a routine one, a few days after a firm written deadline.

Should I tell the tenant about the delay?

Yes. A short message with the new plan avoids complaints and shows you acted promptly.