Property Management Preventive Maintenance Checklist

Introduction to preventative maintenance for property management

In this blog post, we will be outlining the steps you need to take in order to maintain your client’s property and prevent any issues from arising by implementing maintenance procedures when they’re needed.

Maintenance checklists can work hand-in-hand with your Annual Rental Property Inspection Checklist and Manifestly can be used to perform both functions as well as trigger maintenance processes directly from events and data gathering in an inspection checklist.

The importance of regular preventative maintenance for property management

Regular maintenance of your rental property is a crucial part of the property management process. It can help you avoid costly repairs and tenant complaints, as well as lawsuits and loss of rental income.

Why do you need a property management preventive maintenance checklist?

As a landlord, you want to ensure that your rental property is well maintained and looks great. By keeping a checklist of things that need to be done, it will help you manage your time as well as consistently keep documentation of actions taken in order to keep on top of everything that needs doing.

It’s important to use photographs during inspections and maintenance and Manifestly has built in photo storage capabilities so you can always go back to previous inspections and maintenance work if needed.

Seasonal preventive maintenance checklists: 

Spring rental property maintenance checklist

Spring is a great time to inspect the property for any damage due to the winter months, and get a feel for what repairs may need doing. You should also check that any exterior doors are working properly and make sure there aren’t any leaks around windows or roof areas.

Some items to include on a spring preventive maintenance checklist include:

  • Check all caulking around windows, doors and siding
  • Clean out gutters of debris and make sure they’re draining properly
  • Inspect exterior paint for peeling or cracking; touch up areas where needed
  • Check the attic for insulation, moisture build-up and structural issues
  • Check the AC to ensure it is working properly in anticipation of summer
  • Examine the plumbing system for signs of leaking or broken pipes.

Summer rental property maintenance checklist

Summer is the season when you want to be sure that your property is in peak condition.

Some items to include on a summer preventive maintenance checklist include:

  • Test all smoke and carbon monoxide detectors.
  • Check the exterior grounds for signs of overgrowth, debris, or other hazards.
  • Test all exterior lighting and replace bulbs as needed.
  • Inspect all appliances for proper functioning and install new filters as needed.
  • Inspect all decks, patios, and other outdoor structures for damage.

Fall rental property maintenance checklist

Fall is the time to check for items in preparation for the unique challenges that winter can bring in some areas. Some items on the fall preventive maintenance schedule can include:

  • HVAC: Check furnace filters, inspect and clean vents and ductwork, test thermostats, and check all components of the system.
  • Plumbing: Inspect pipes, faucets, and drains for leaks or blockages.
  • Grounds: Trim trees, clear leaves and debris, and check for any standing water.
  • Inspect and service snow removal equipment

Winter rental property maintenance checklist

  • Check the heating system for signs of wear and tear.
  • Test for leaks in windows, doors, attic
  • Fire alarm tests

How to Communicate With Your Tenants About Preventive Maintenance

As with many things in property management, clear and timely communication is key for maintaining a great relationship with tenants and property owners. The following items can help you define and develop a successful preventive maintenance schedule and strategy for managing properties.

  • Make sure that you have a clear and consistent policy in place to communicate with your tenants about preventive maintenance.
  • When preventive maintenance tasks need to be completed, provide clear instructions to tenants on how to prepare for them.
  • Make sure to give tenants adequate notice of any upcoming preventive maintenance tasks that need to be completed.
  • Use multiple communication methods, such as mail, email, text messages, and phone calls, to ensure that your message is received by all tenants.
  • Develop a system for tracking when preventive maintenance tasks are completed, so that you can keep an eye on the condition of the property.
  • Encourage tenants to report any issues or concerns they have with their rental property, so that you can address them before they become major problems.

Property management preventive maintenance schedule

It’s important that you tailor your preventive maintenance schedules depending on the needs of your properties and tenants. With that said, we feel the following should be considered when developing a preventive maintenance approach:

  1. Identify Critical Systems: Identify the critical systems that need regular maintenance, such as heating, air conditioning, plumbing, and electrical systems.
  2. Establish Frequency: Establish a frequency for preventive maintenance tasks, such as daily, weekly, monthly, quarterly, and annually.
  3. Assign Responsibilities: Assign responsibility for performing preventive maintenance tasks and track completion.
  4. Monitor Equipment: Monitor equipment performance and develop strategies to reduce breakdowns and downtime.
  5. Document Maintenance: Document all preventive maintenance activities, including dates, technicians involved, and parts replaced.
  6. Establish Budget: Establish a budget for preventive maintenance and track expenses.
  7. Set Goals: Set goals for improving overall equipment performance and efficiency.
  8. Review & Adjust: Regularly review and adjust the preventive maintenance schedule as needed to ensure optimal performance and cost-effectiveness.

What Is the Landlord Responsibility for Repairing in a Rental Property?

A landlord is typically responsible for repairing any issues related to the property that affects its habitability, including the plumbing, electrical, heating and cooling systems, and structural components. The landlord may also be responsible for repairing any appliances that were provided with the rental property.

What Is a Tenant Responsibility for Repairing in a Rental Property?

Tenant responsibilities for repairing a rental property vary depending on the terms of the lease agreement. Generally, tenants are responsible for minor repairs such as changing light bulbs, unclogging drains, and other small maintenance issues. Tenants may also be required to take care of minor repairs that arise from normal wear and tear, such as patching holes in walls or replacing door knobs. However, any major repairs to the property, such as replacing broken appliances or repairing structural damage, are the responsibility of the landlord.

Apartment preventive maintenance checklist FAQ

What is a property preventative maintenance checklist?

A property preventative maintenance checklist is an organized list of tasks that address routine, scheduled maintenance for your apartment or rental unit. The purpose of a property preventative maintenance checklist is to help you keep your property in good condition and avoid costly repairs. A good example of this would be checking water pressure in the faucets once per month. If the water pressure is low, you can investigate further by using a plumbing snake to clear out any clogs or debris in the line before they become serious issues.

What are the benefits of using apartment preventive maintenance checklists?

The benefits include:

  • Reduced repair costs
  • Increased tenant satisfaction
  • Peace of mind

How Manifestly Checklists can help with preventive maintenance checklists

Upload images as evidence of problems and updates.

With property management preventive maintenance checklist in Manifestly, you can collect images for any checklist step. Our customers use this feature to track what was done, who did it, and when it was done.

Keep the history of preventive maintenance for a property

With Manifestly, you can review previous runs of the checklist for every property, which lets you keep a history of who did what and when, for every property.

Schedule recurring preventative maintenance on each property

Using the recurring checklist schedule feature of Manifestly, you can schedule your preventive maintenance workflow for each property to recur. You’ll never have to remember or depend on someone to remember, just set it and forget it.

Conclusion for ​​property management preventive maintenance checklists

Preventive maintenance schedules and checklists are part of an overall strategy to maintain properties in a low cost and tenant friendly process. A good preventive maintenance strategy can help with the overall financial health of your property management business.

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