Build a Rental Maintenance Checklist to Save Time and Money

Every rental property owner knows the challenge that is ongoing maintenance. By definition, this is a task that is never complete - there will always be more work to do. Unfortunately, without a finish line in sight, many owners get overwhelmed by the long list of maintenance tasks that need to be managed. 

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If you are going to enjoy your experience as an owner and make it as positive and profitable as possible, you’ll need to get maintenance under control once and for all. With that backdrop in mind, we’d like to present you with a rental maintenance checklist - or, more accurately, multiple checklists - to help you finally get the upper hand on the maintenance monster. Let’s get started!

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Managing the Move-In and Move-Out Process

Perhaps the busiest time in the life of a landlord comes when a tenant is moving in or moving out of a property. During these stages, it’s important to provide tenants with everything they need to make the process run smoothly - and to make sure that your interests are protected along the way. 

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By having a tenant move-in maintenance checklist in place, you can make sure the property is ready to go on day one. Rather than having to scramble to deal with maintenance requests right from the start, you can provide a space that is ready for your tenant to call home. Here are some key points to include in this checklist -

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• Check all locks. You won’t want to send your new tenant into a home that doesn’t have working locks on all of the windows and doors. This is a standard maintenance point to review before anyone moves in. 
• Test the HVAC system. Another common issue is HVAC problems like failing air conditioning or a furnace that won’t produce enough warm air. Prior to move-in is a great chance to have the system serviced so any problems can be fixed and efficiency can be optimized. 
• Review the plumbing. Water damage is one of the most expensive things that can happen to your property. Even if you think the plumbing is in good condition, having it reviewed to look for any leaks is a worthwhile step. 
• Check on trash bins. The last thing you want is for garbage to pile up in or around your rental because the tenants don’t have anywhere to put it. Whatever your arrangement is for trash collection, make sure the bins are present and in good condition. 
• Smoke detector testing. An important safety feature in any home is the smoke and carbon monoxide detectors. These can usually be tested with just the push of a button, so this is a maintenance point that will be easy to check off. And, if any of them are faulty, replacements are affordable and easy to install. 

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You’ll likely have some other points you want to add to your move-in checklist based on the specifics of the property, but this should serve as a starting point. As far as the move-out is concerned, you are primarily going to focus on anything that was damaged during the last tenant’s stay, along with getting a head start on the items above. After all, the sooner you address the various move-in points, the sooner you will be ready to show the property to potential new renters.  

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Cutting Down on Maintenance Requests

In a perfect world, your tenants are able to live happily in your rental property while needing very little support. One of the most common reasons for a tenant to reach out to a property manager or owner is when a maintenance request comes up. Something in the property is not working properly, and the tenant wants it fixed as soon as possible. 

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Of course, as an owner, you’d like to cut down on how often these maintenance requests land at your feet. It’s not that you don’t want to help your tenants - rather, it’s that you don’t want them to need any help. When the home is functioning as it should, everyone is happy and there are no repairs to be made. 

You aren’t ever going to eliminate maintenance requests entirely, but you can go a long way toward limiting them by keeping up with some basic, periodic chores. Most of these fall into the category of preventive maintenance - in other words, they are things you do to prevent a problem from ever arising in the first place. 

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• HVAC filter changes. Keeping a fresh filter in the HVAC system is going to both help prevent breakdowns and it should also allow the system to run more efficiently. When an HVAC system runs more efficiently, it uses less energy and monthly utility costs go down. 
• Clean gutters seasonally. Clogged-up gutters might not seem like a big deal, but if water backs up onto the roof as a result of those clogged gutters, you could soon have a serious leak on your hands and extensive water damage. Having the gutter cleaned after the trees have dropped their leaves in the fall will put you ahead of the game. 
• Clean fridge and freezer coils. Keeping the coils free from dust and debris will help the fridge and freezer work better and will help them to avoid overheating. This is a particularly important step if your rental has older appliances. 
• Wrap pipes in winter. This is a maintenance point that typically only applies to older homes, but it’s worth checking on regardless. If your pipes freeze during a cold spell in the winter, your tenant won’t have running water and you might deal with water damage after a burst. Insulating those pipes will make that far less likely to occur. 

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Turning an emergency maintenance request into a scheduled service visit by getting ahead of the game has multiple benefits. For one thing, you won’t have to scramble to get a contractor out to deal with an issue at an inconvenient time - meaning you’ll save money by scheduling service and not paying extra charges for off-hours work. Also, your tenants will be happier in a building that is reliable and comfortable, so they are more likely to stay and your turnover rate will decline. 

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A Targeted Approach to Maintenance

Planning to keep up with the maintenance needs of your property is a nice intention, but it’s only going to pay off if you have a specific, strategic plan in place. That means thinking about the actual maintenance needs of the property and designing a process that gives the right level of attention and care to each area. 

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If you have owned this home for at least a few years, you should already be familiar with the areas that need the most attention. So, build a maintenance checklist that emphasizes the known problem areas. That doesn’t mean you are going to completely neglect the rest of the property, of course, but skew the balance towards components that have proven themselves to be troublesome. 

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For example, you might know that your HVAC system has trouble keeping up with air conditioning demands in the middle of the summer. If that is the case, consider adding in an extra service visit right before summer arrives, and have the air filter for the system changed more often in the hot months. Those steps will go toward addressing a known issue and may wind up saving you significantly down the line. 

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Marble is Ready to Help

When you work with Marble as your virtual property manager, you’ll enjoy a streamlined maintenance process that dramatically cuts down on the time you spend dealing with requests and solving tenant problems. Reach out today to get started for free or to learn more.