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The Landlord's Essential Maintenance Checklist: What Actually Needs to Get Done

A practical, no-nonsense guide to rental property maintenance throughout the year. Focus on what really matters to prevent costly repairs and keep tenants happy.

Photo: Todd Quackenbush
The Landlord's Essential Maintenance Checklist: What Actually Needs to Get Done

Let's cut through the noise and focus on maintenance tasks that actually matter for your rental property. Here's your practical guide to keeping things running smoothly without overdoing it.

Spring (March-May)

When winter's finally over, here's what really needs attention:

Must-Do Tasks

  • Check for winter damage

    • Look for loose gutters
    • Spot any roof issues
    • Check window seals
    • Inspect for water damage

  • HVAC Checkup

    • Clean or replace filters
    • Test AC before it gets hot
    • Clear debris around outdoor unit
    • Check all vents work

  • Basic Yard Cleanup

    • Remove dead branches
    • Clear winter debris
    • Basic landscaping restart
    • Check outdoor drainage

Pro Tip: Take photos of any winter damage you find - they're helpful for insurance claims and tracking repairs over time.

Summer (June-August)

Focus on preventing problems during peak rental season:

Priority Items

  • AC Maintenance

    • Monthly filter checks
    • Clean outdoor unit
    • Listen for weird noises
    • Check proper cooling

  • Exterior Checks

    • Look for pest problems
    • Check window screens
    • Test outdoor faucets
    • Inspect deck/patio safety

  • General Upkeep

    • Test smoke detectors
    • Check for leaky faucets
    • Ensure good ventilation
    • Watch for mold signs

Pro Tip: Give tenants a heads-up about checking AC filters monthly - it prevents most common cooling problems.

Fall (September-November)

Get ready for winter without going overboard:

Essential Prep

  • Heating System

    • Test heat before it's cold
    • Replace furnace filter
    • Check thermostat
    • Listen for problems

  • Water Protection

    • Clear gutters
    • Check downspouts
    • Drain outdoor faucets
    • Insulate exposed pipes

  • Basic Weatherizing

    • Check door seals
    • Fix drafty windows
    • Clear dryer vents
    • Test garage doors

Pro Tip: A $5 tube of caulk can prevent hundreds in heating bills and water damage repairs.

Winter (December-February)

Focus on preventing the expensive stuff:

Key Tasks

  • Freeze Prevention

    • Keep heat at minimum 55°F
    • Open cabinet doors in cold snaps
    • Check for ice dams
    • Monitor problem pipes

  • Safety Checks

    • Test CO detectors
    • Check smoke alarms
    • Clear snow from walks
    • Salt icy areas

  • Watch For

    • Roof ice buildup
    • Drafts around windows
    • Water stains on ceilings
    • Unusual heating sounds

Monthly Basics (Year-Round)

Quick Checks

  • Walk the property

    • Look for obvious issues
    • Listen for water sounds
    • Spot pest evidence
    • Notice weird smells

  • Basic Testing

    • All locks work
    • Toilets flush properly
    • No dripping faucets
    • Garbage disposal runs

Tenant Communication

  • Respond to maintenance requests
  • Remind about air filters
  • Share seasonal tips
  • Update emergency contacts

Record Keeping Made Simple

What to Track

  • Maintenance dates
  • Repair costs
  • Service company contacts
  • Warranty info

Easy System

  • Use your phone calendar
  • Take dated photos
  • Keep digital receipts
  • Save service records

Pro Tip: A simple spreadsheet works fine for tracking - don't overcomplicate it.

Money-Saving Tips

Smart Maintenance

  • Fix small issues before they grow
  • Buy quality replacement parts
  • Keep spare filters on hand
  • Know which repairs need pros

Build Relationships

  • Find reliable contractors
  • Get to know local suppliers
  • Maintain good tenant communication
  • Share maintenance responsibility

Remember, good maintenance isn't about doing everything possible - it's about doing the right things at the right time to prevent bigger problems.

Final Tip: The best maintenance schedule is one you'll actually follow. Keep it simple and focus on what matters most for your specific property.

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