The Essential Rental Property Maintenance Checklist for Landlords

As a landlord, make sure that both the interior and exterior of the property are free from hazards and damages. Weekly maintenance tasks include removing trash, cleaning common areas (such as entryways, hallways, laundry rooms, and stairwells), as well as maintaining the lawn and garden.

Once you’ve finished cleaning common areas like entryways and hallways, you can start cleaning outdoors by walking around your property with a trash bag. Depending on the season, you may need to rake leaves, mow the lawn, remove any fallen branches and other debris, or shovel snow. Note that it’s easier to mow and rake when it is dry rather than after a rainstorm. Don’t forget to weed flower beds and water plants as necessary.

Creating a cleaning strategy can help you save time. As a rule of thumb, start from the upper floors and work your way down.

---

Creating a cleaning strategy can help you save time. As a rule of thumb, start from the upper floors and work your way down.

---

Check out the table below to see the interior and exterior tasks that should be on your weekly preventive maintenance checklist.

If you decide to do DIY (do-it-yourself) maintenance, make sure you have adequate cleaning supplies before you begin. Some landlords lock away their equipment and supplies in a shed, storage closet, garage, or basement of the rental property for easy access. Always check supply levels weekly and replenish as needed.

Here is a list of indoor and outdoor equipment and tools that might come in handy during your weekly maintenance:

• Scrub brush
• Cleaning cloths/duster
• Brooms and dustpan
• Vacuum
• Mop and bucket
• Rakes
• Snow shovels
• A lawnmower
• Weed whacker
• Hedge clippers
• A garden hose
• Window cleaner
• Heavy-duty trash bags

If the property is cleaned every week, it’s easier to conduct monthly routine maintenance. Monthly maintenance focuses more on performing inspections and addressing unresolved maintenance issues. Though there may be less work to do, performing monthly general inspections helps you identify issues that you might otherwise have missed during weekly maintenance.

To be more efficient, conduct monthly inspections and repairs on the same day you do weekly maintenance. Below are examples of property maintenance tasks that should be done on a monthly basis:

• Inspect common area lighting and replace burnt-out bulbs
• Inspect basement and attic to make sure attic vents and sump pumps are in good condition
• Make sure window and door locks are functional; repair broken glass or torn screens
• Check for damage in common areas and that nothing is blocking entrances
• Check bait and traps used for pest control; replenish bait; remove dead rodents or bugs
• Check and clean gutters and make sure outdoor lighting is functional
• Inspect walkways, walls, paving, and driveways for safety; repair or clean as needed

Seasonal preventative maintenance is another important task that helps preserve your rental property and ensures tenant satisfaction as seasons and weather change. Depending on your rental property’s season and location, your seasonal maintenance duties will vary. There are also chores you’ll perform quarterly in spite of changing seasons.

Choose the month in each quarter that makes sense for the weather in your particular location.

Each season has its own maintenance requirements. The warm spring and summer weather makes it easy to do regular maintenance and general upkeep of the property. Spring and summer are also ideal seasons for property improvement projects that add curb appeal, like landscaping of your rentals. Due to heat and humidity, you may encounter issues with the HVAC (heat, ventilation, and air conditioning) system, so make sure to perform HVAC preventative maintenance at the beginning of each season.

In some states, fall may be the best time to maintain rental properties because of moderate temperature and dry weather. However, without seasonal maintenance, you might find yourself with potentially costly repairs as leaves and debris could clog gutters and downspouts. It’s crucial to mend cracks and gaps in windows and doors, inspect roofing and fireplaces, and tune up major home appliances before the holidays.

Rental properties are at risk of damage during the winter due to below-freezing temperatures that can lead to frozen pipes and damaged roofs. Ice storms could also cause trees to break, which is another safety concern. Make sure to thoroughly inspect the interior and exterior of the property at the end of fall before the cold weather sets in.

To avoid interfering with your tenant’s schedule, set an inspection appointment with them and clearly communicate what maintenance work will be done, by whom, and when. More importantly, use a landlord maintenance checklist to make sure everything in your property is in its best condition—from the basement to the roof.

Seasonal and quarterly maintenance tasks include the following:

• Clean air filters in HVAC ducts
• Ventilate the common areas
• Check screens and storm windows; repair/replace as needed
• Swap storm windows and doors for screens, or vice versa
• Check heating and cooling thermostats
• Inspect for frozen exterior faucets, ice dams, and repair as needed
• Winterize or re-open seasonal rentals and vacant units

Some maintenance tasks only need to be performed once per year, but they don’t have to be addressed at the same time. These tasks are often big projects, so you can schedule them throughout the year for greater efficiency. Like monthly maintenance, many annual tasks involve inspections when tenants move at the end of a lease. This will help you identify tenant-caused damages and perform repairs when necessary.

Yearly maintenance also requires you to check both the interior and exterior of the rental property. Check out the table below to see which tasks should be included in your landlord annual inspection checklist.

With regular rental property maintenance, many of the tasks won’t take much time or money. Deferred maintenance can be problematic as damages may get worse and turn into expensive repairs over time. Furthermore, well-maintained rental properties command higher rents and sell for higher prices, so it is worth it to keep on top of your routine maintenance.

Planning your rental maintenance saves time and makes the process more organized and efficient. Before embarking on a rental maintenance project, think about what tasks you may want to do yourself and which ones you should outsource to a vendor. For DIY tasks, consider how far you live from your rentals and if you have the tools and equipment. Weigh the cost of outsourcing against your time, financial resources, and abilities.

Despite performing regular maintenance, you may still encounter unexpected damages. Unexpected repairs include damage caused by fires, floods, and failed heating systems and water tanks, as well as damage caused by tenants. Some of these damages require emergency repairs, while non-emergency damages need to be addressed within a reasonable amount of time. Typically, landlords have three to seven days to resolve emergency situations and 30 days to repair non-emergency damages.

Here are emergency maintenance examples, as well as non-emergency repairs that require immediate attention.

For damage caused by tenants that exceeds normal wear-and-tear, landlords can deduct the repair costs from their security deposit. It’s important to have detailed documentation to prevent disputes about tenant-caused damage. Include a property maintenance checklist in your maintenance records.

Buildium’s maintenance request tracking

Consider using an online property management software like Buildium to track maintenance requests and keep maintenance records that include time-stamped photos and videos of before and after conditions. Buildium allows landlords to continually communicate with their tenants while repairs are being made to keep everyone informed throughout the process. If you choose to outsource maintenance, Buildium tracks and pays vendors directly through their system.

Visit Buildium