AThe stock belongs to the association; the file belongs here
JNCO TRADING LTD lets and operates residential units that belong to a housing association. The office does not own them. It holds an instruction to let them, take repair reports, arrange access, inspect on a cycle, keep the record — and send that record back.
The last clause sets the shape of this site. An office that owned its stock could keep whatever notes suited it; this one keeps files a reader who was never in the room has to follow, because the association checks the work by reading it. So the bands below are not services. Each is a return: records that leave here on a stated cadence, in a stated format, with the period they cover on the front.
- Held under instruction
- Letting, tenancy administration, repairs intake and triage, access arrangement, inspection records, and the five returns below.
- Not held here
- Ownership of the units. The setting of response periods or inspection cycles. The choice of windows. The work on site, done by the operative named on the order.
The cadences on this page are this office’s own arrangement for preparing paper. No standard set by the managing association is reproduced here and no statutory period appears anywhere on this site; where a figure decides an outcome, the sheets ask you to type in the one you hold.
BA report is put in a lane before it is given a date
Nothing is scheduled until the report has a lane. The officer taking the call asks what has failed, what it stops the household doing, whether the home is secure and dry, and when somebody will be in. Those answers place the report in a lane, and the lane decides which period is counted against it.
The panel draws that sorting in the order a report moves through it: in at the intake slot, across to its lane, down onto the stack.
Intake at the top, three lanes below, the floor of each marked by the heavy rule. The number of blocks in a lane is a drawing decision.
- Emergency
- The home unsecured, without water or electricity, or an escape of water that will not stop at the stopcock. Counted in clock hours, so weekends are not skipped.
- Urgent
- A room or appliance out of use while the home stays secure and dry: heating down in cold weather, the only WC blocked, a window that will not lock. Counted in working days.
- Routine
- A fault that can wait for an ordered visit: a dripping tap, a sticking door, a cracked tile. Counted in working days.
Which report belongs in which lane is decided by the instruction this office works to. The lines above describe what the lanes hold; they are quoted from nobody’s schedule.
01Repairs logPrepared each Monday for the week that ended the Sunday before
Every report taken in the week goes on one sheet, in the order it was taken: reference, unit, date and time logged, lane, the target worked out from the period held, the operative the order went to, the date it closed, the reason where it did not. A report opened one week and closed the next appears on both sheets under the same reference.
- Covers
- Monday 00:00 to Sunday 23:59, timed from the log entry rather than the order.
- Format
- One line per report, one sheet, and a covering note listing what was carried forward and why.
- Carried forward
- An open report repeats on the next sheet under the same reference until the order closes or is cancelled in writing.
02Tenancy changesPrepared in the week the change completes
A change is a sign-up, an assignment, a change of name, a change to who is named on the rent account, a notice given, or a tenancy ended. Each produces a dated document, and each document gets a line: what changed, the date it took effect, the document produced, where it sits in the tenancy file. These go back in the week they complete rather than on a calendar date, because the association reconciles them against its own tenancy list. Enquiries that produced no change are not returned; they stay on the office log.
- Covers
- Changes that completed, dated by the day they took effect, not the day they were agreed.
03Inspection registerPrepared when a quarter closes
The register lists every unit visited in the quarter: the date, who was present, what was looked at, what was written down, what was raised as a repair afterwards. Units that fell due and were not inspected appear with the reason — no access on the dates offered, a visit declined, a unit void and boarded. The cycle in months is not published here; it sits on the instruction the office holds, and Sheet B counts from the figure typed into it.
- Covers
- The three months of the quarter, by the date written on each inspection record.
- Format
- One line per unit due, inspected or not, so the register reads as a complete list rather than a list of successes.
04Voids and reletsPrepared on the first working day of the month
When a unit is handed back the office records the date the keys came in, the meter readings taken at the door, the condition noted room by room, what was cleared, and the date it was ready to show. When it lets again the return carries the date the new tenancy began. A unit void all month still appears, with the stage it reached, so the association reads the empty month while it is happening.
- Covers
- The calendar month just ended, plus any unit still void at midnight on its last day.
- Format
- One line per unit: handback date, ready-to-show date, relet date where there is one, meter readings.
05Access and no-accessPrepared with whichever return the visit belongs to
Access is the part of this work that most often fails, so it is recorded on its own and attached to the return the visit belongs to. Each entry carries the unit, the reason for the call, the appointment offered, the appointment confirmed, whether the operative got in, and what was left when they did not: a card, a letter, a second appointment in writing. A no-access line is not a complaint about a household; it is the reason the work on the other return did not happen on the date written against it.
- Covers
- Every arranged visit, gone ahead or not, including visits this office cancelled.
CCounting a target date from the period you holdSheet A · worked on screen, nothing kept
The sheet adds a period to a report date: the arithmetic an officer does in the margin of the log, written out so the working reads back — which day the count started on, which days were skipped, where it landed, how many hours of that are left.
The three period fields are empty deliberately. This site publishes no response period: the periods belong to the instruction the office works to, not to a web page.
Sheet A is worked in the browser. By hand: start the day after the report was logged, step forward a working day at a time, pass over Saturday and Sunday, stop when the number of working days is reached, carry the logged time across unchanged. Where the period is held in hours, add them onto the logged time and do not skip the weekend.
DWhere the rest of the record is kept
The pages below hold the parts of the record that do not fit on one sheet.
- Tenancy administration
- Sign-up, changes, ending a tenancy — and the record each step leaves.
- Repairs reporting
- What is asked on the call, how it is sorted, ordered and closed out.
- Inspections
- What a visit looks at, what the record holds, and Sheet B.
- Returns to the association
- Format, naming, covering notes, late entries, a rejected return.
- The stock operated
- The kinds of unit, and what operating them takes week to week.
- Reaching the office
- Where to write, what to have to hand, what gets logged.
- Records held
- What this site holds, what the office holds, who reads it.
Reports and correspondence in writing to lettings@jncotrading.online, or to the office address below. A written report dates itself, which is half the record already made.