A vendor register lists who does what, whether they answer after hours, whether they are licensed and insured, and what paperwork is on file — so that a 2 a.m. leak is a phone call and not a search. Texas licenses the trades that matter most: electricians, plumbers, HVAC technicians and pest-control operators hold state licences whose numbers belong on the register. Federal tax adds a second column: a W-9 before the first payment to any unincorporated vendor, because payments of $2,000 or more in 2026 are reported on Form 1099-NEC (IRS). And the repair statute adds the reason for after-hours coverage: a health-or-safety condition must be addressed with a diligent effort within a reasonable time (Property Code §92.056).
The register
| Column | Content | Why |
|---|---|---|
| Trade | Plumber, electrician, HVAC, locksmith, roofer, water extraction, pest control, cleaner, handyman | Match to the emergency sheet |
| Contact | Name, mobile, after-hours number, e-mail | §92.056 response |
| Licence | Texas licence number and expiry, checked annually | Trade licensing |
| Insurance | Certificate of general liability (and workers’ compensation where applicable), expiry date | Owner’s protection |
| Tax | W-9 on file; entity type; 1099 threshold tracking | Form 1099-NEC (IRS) |
| Terms | Call-out fee, hourly rate, authorisation cap without owner approval | Emergency plan |
| History | Last job, quality note, response time | Renewal decision |
| Lead-safe | EPA RRP certification for work on pre-1978 painted surfaces | Lead rule (EPA) |
Keeping it current
- Review licences and certificates each December; the register’s expiry column drives the reminders.
- Test the after-hours numbers once a year — call them.
- Keep two vendors per critical trade; one will be on holiday.
- Record every job in the work-order file and note the response time in the register.
- Remove a vendor whose certificate lapses until it is renewed.
Sharing it with the tenant
The tenant gets the landlord’s emergency number (§92.020), not the vendor list — the landlord decides who is dispatched and authorises the cost. The exception is a written lease arrangement under §92.006 allowing the tenant to arrange specified repairs; then the register’s vendors are the ones named.
Frequently asked questions
Which rental vendors need a Texas licence?
Electricians, plumbers, HVAC technicians and pest-control operators, among others; record the licence number and expiry on the register and check it annually.
When does a vendor need a W-9?
Before the first payment to any unincorporated vendor; payments of $2,000 or more in 2026 are reported on Form 1099-NEC, excluding card and payment-app transactions reported by the processor (IRS).
Why keep after-hours vendors?
A condition affecting health or safety must be addressed with a diligent effort within a reasonable time after notice; emergencies do not wait for office hours (Property Code §92.056).
Sources
Rules change and the right answer can depend on the home, the city, the lease and the timing. These are the official pages this guide relies on; check them before signing, charging a fee, sending a notice or making a legal decision.
- Texas Property Code, Chapter 92 — Residential Tenancies ↗
- IRS — Am I required to file a Form 1099 or other information return? ↗
- EPA — Real estate disclosures about potential lead hazards (lessor requirements) ↗
- Texas State Law Library — Repairs ↗
General information for U.S. landlords, with a Texas focus. This guide is not legal, tax or accounting advice. Consult a qualified professional for your situation. Written by the rentalfreelease.com Editorial Team; last reviewed September 19, 2026.