Preventative Maintenance and Repair

Why Is a Rental Property Maintenance Schedule Important?

Whether you own a rental property or work as a property manager, there are tasks that should be completed on a regular basis. From changing furnace filters to testing carbon monoxide detectors, it’s your responsibility to ensure that your property is in livable condition.

First, What Laws Apply to a Landlord’s Repair Responsibilities?

Under the Landlord-Tenant Act, landlords are required to meet certain health and safety standards. They must also keep plumbing, electricity, heating and other basic amenities in working order. More specific landlord maintenance requirements depend on local municipal building codes or are spelled out in the lease agreement. For example, some property managers may take care of landscaping and snow removal, while others may pass this responsibility on to the tenant.

For landlord-tenant laws specific to your state, check out this map from The American Apartment Owners Association.

How Quickly Must a Landlord Make Repairs?

As a general rule of thumb, landlords have a 24-48-hour time frame to make repairs. Heating, cooling and other emergency repairs should be handled within 24 hours. Less-immediate repairs like a dripping faucet should be handled within 48 hours. Minor repairs and damages caused by tenants or guests are typically not the landlord’s responsibility.

Landlord’s Duty of Timely Notice

Keep in mind – before completing any of the repairs on our landlord maintenance checklist, you must have your tenant’s permission to enter the property. If you don’t give proper notice, you can be sued by the tenant or fined by the state. Most states require that you give 24- or 48-hours’ notice. However, in the event of an emergency repair, like a burst pipe, you may enter the home or unit without notice.

Test Smoke and Carbon Monoxide Detectors

Make sure these safety devices are installed according to the manufacturer’s instructions and test them at least once a year. Working smoke alarms and carbon monoxide detectors are necessary in all rental homes. Smoke alarms must be installed within close proximity to bedrooms and on each level of a multi-story home.
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Keep Door and Window Locks Secure

In many states, adequate security measures are part of a landlord’s maintenance responsibilities. In other words, the doors and windows must lock. In addition, make sure windows close completely and all home security systems are in working order. When signing new tenants, it is your responsibility to change the locks.
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Maintain Heating and Cooling Systems

Yearly maintenance to the HVAC system is the best way to avoid emergency calls from tenants without heat in the winter or air conditioning on the hottest days of summer. Heating is required almost everywhere for your property to be legally rentable. Air conditioning is typically not required, but many landlords choose to include AC units in warmer climates.
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Keep the Water Heater Running

Once or twice a year, hire a professional to drain your water heater to remove sediment build up. Any one-off hot water heater maintenance – like relighting the pilot light when it goes out – is also your responsibility. Replacing the system is expensive, so keeping it in good condition will help to avoid unexpected repair costs. It’ll also keep you on the right side of the law, since landlords are responsible for supplying all tenants with running water.
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Clean the Gutters

To prevent leaks and keep your property structurally sound, you need to inspect the gutters at your rental house twice a year – once in late spring and again in early fall. “When the house needs painting, gutter cleaning, tree trimming, and other big jobs, the landlord is generally responsible,” Agadoni said.

Leaves and other debris can clog gutters and trap water, which leads to significant water damage through the roof, siding, windows and even the foundation. If you have pines or other messy trees near the home, consider cleaning the gutters every three months.
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Take Care of Insect or Rodent Problems

When a tenant informs you of a pest situation, find a professional exterminator as soon as possible to avoid infestation. No matter how clean the property is, insects and critters can find their way in. This can become a big problem very quickly in apartment buildings.

Pro-Tip: If you have garbage bins or dumpsters outside your rental property, make sure lids stay closed and all trash is bagged. Building a dumpster enclosure is the best way to keep trash out of sight. Pests and rodents are attracted to food and other garbage left open.
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Check for Leaks and Water Damage

Once a year, or after a heavy rainstorm, visit your property to check for soft spots on the roof, ceilings and walls. Look for signs of water damage around windows, showers and toilets. Catching these issues is key to preventing dangerous mold and expensive structural damage.

While you’re at it, check beneath sinks, boilers and hot water heaters for leaky pipes. Landlords often pay water and sewer bills, so spotting a leak early can save you big bucks down the road.
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Prune Trees and Clear Debris

Depending on your lease agreement, your tenant may be responsible for basic landscaping like mowing the lawn and raking leaves. However, larger projects like tree maintenance and removal are typically your responsibility. In areas with winter climates, you may want to prune your trees before flurries and freezing temperatures hit. Heavy snow and ice can weigh on unstable branches, increasing the likelihood of fallen limbs causing property damage.
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