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What to Include in a Rental Maintenance Inspection Checklist

Regular inspections are indispensable to your rental business. 

Not only do maintenance inspections help you establish clear standards and plans for maintaining your properties, but they encourage your tenants to care, too. By consistently inspecting your properties, you show your tenants that you won’t tolerate negligence. 

Keeping tabs on your properties also reduces repair costs. Thoughtful preparation throughout the seasons means fewer surprise expenses. Preventative maintenance is essential in unpredictable climates, where the weather can take a huge toll on your units.

Even if you don’t often experience severe weather, keeping a checklist for preventative maintenance should be one of your priorities throughout the year.

You can also use the maintenance management tool on your property management software to track the progress of your checklist.

Here are eight tasks you should always include in your rental maintenance inspection checklist.

1. Replace HVAC Filters

HVAC filters should be replaced every three months. If the unit is old or your tenant owns furry pets, your filters will likely need more frequent replacement.

If you don’t replace the filters, the HVAC units will work harder to heat and cool the building, leading to quicker wear and tear on the components. It may even short cycle and overheat. In addition, dust-clogged filters restrict airflow and could cause permanent damage to the HVAC unit.

2. Test Thermostats

Thermostats in each unit should give accurate readings. Bad readings could contribute to poor energy efficiency in your properties. A broken thermostat might also lead to unfair utility charges on a tenant’s bill. Your tenants will appreciate your efforts to ensure their thermostat is working properly.

3. Pest Control

If you find pests in your properties, their removal should take priority. Pests are unsafe to live with, and your tenants will have little patience if their home is infested. If you don’t address pest problems immediately, your tenants may contact the local Health Department or even move out.

Rodents and other small animals will look for warm spaces in the winter and might try to move in with your tenants. Evict them before they cause serious harm.

4. Check for Water Damage/Leaks

A leaky faucet is more dangerous than you think. Water damage small enough to go unnoticed can lead to black mold growth, a hazardous toxin. Beyond the serious health effects of exposure to black mold, water damage can also compromise buildings and their structures.

If you find mold, it’s best to call a professional who knows the proper procedures for its removal.

5. Test Locks and Security

Security is non-negotiable. Everyone has the right to feel safe in their homes, and your tenants trust you to provide this security. 

During your inspection, test the locks on all doors to ensure they are working correctly. You might also consider installing a smart home security system so tenants can lock and monitor their homes from their phones. 

6. Inspect Shower Caulk and Grout

There’s nothing more unappealing about a bathroom than moldy shower caulk. At the very minimum, you should replace shower caulk every five years. Check the shower’s condition every year during inspections for signs of cracking, mold, or mildew growth.

7. Test Smoke and Carbon Monoxide Alarms

Smoke and carbon monoxide alarms don’t last forever. Their batteries should be replaced annually, and you should replace the units themselves every few years. Use the test function on each alarm to ensure these life-saving devices are working properly and replace batteries yearly.

8. Attend to Curb Appeal and Lawn Care

The exterior of your properties deserves just as much attention as the interior. During inspections, determine whether curb appeal or lawn care could be improved. 

For example, if you inspect your properties in the spring, consider fertilizing, mulching, or trimming bushes. In the colder months, leaf or snow removal will improve the outside appearance of your properties, especially if you’re showing them to potential new tenants.

While outside, grab a ladder and inspect the roof and gutters. Check for any blockages, weather damage, or pest concerns.

Inspecting Your Rental Maintenance Habits

Preventative maintenance is hard work, but it’s always worth it. Regular inspections prevent significant repairs, preserve health, and save lives. Paired with a maintenance management tool, this checklist is an excellent resource for learning how to care for your properties (and your tenants, too). 

Christopher Stern

Christopher Stern is a Washington-based reporter. Chris spent many years covering tech policy as a business reporter for renowned publications. He has extensive experience covering Congress, the Federal Communications Commission, and the Federal Trade Commissions. He is a graduate of Middlebury College. Email:[email protected]

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