How To Create a Maintenance Schedule for Rental Properties

Benefits of a Rental Maintenance Schedule

First, let’s review why a detailed rental maintenance schedule matters:

• Fewer emergencies – Catching issues early prevents major breakdowns requiring urgent fixes.

• Optimized budgeting – Planning ahead allows smart allocation of maintenance funds each month and year.

• Improved compliance – Schedules ensure fire/safety systems and accessibility features stay compliant.

• Extended equipment life – Routine care makes HVAC, appliances, roofs, etc last longer saving replacement costs.

• Enhanced curb appeal – Landscaping and exterior upkeep boost perceived value and demand.

• Increased tenant satisfaction – Well-maintained homes minimize complaints and turnover.

• Higher rents – Proactive upkeep warrants premium rental rates. Properties command higher valuations too.

• Reduced liability – Documenting diligent oversight reduces negligence claims if issues ever occur.

• Easier management – Checklists simplify hiring vendors and overseeing staff.

It is super important as a property owner to not view maintenance as only reacting to problems, but rather preventing problems before they occur. Following a proactive schedule gets you the most rental income and reduces headaches regarding surprise maintenance or repair.

Crafting Your Rental Maintenance Schedule

Now let’s dive into building your custom schedule. 

We’ll break it down into 5 key steps:

Step 1 – Take Inventory

Start by creating a list of all equipment, systems, and components at the property. With this, you can start to create a checklist to design tasks around. Inventory may include:

• Unit interiors – flooring, walls, cabinets, appliances, fixtures
• Building exterior – roof, gutters, siding, drainage, outdoor lighting
• Structural – foundation, windows, doors, decks, fencing, garage
• Systems – HVAC, electrical, plumbing, fire safety, security
• Site – parking lot, sidewalks, landscaping, pool, signage
• Common areas – lobbies, hallways, laundry rooms, offices

In addition, review recent work orders and inspection reports to jog your memory as well. Being thorough at this stage sets the foundation for a complete schedule.

Step 2 – Identify Legal Requirements

Next, determine which maintenance tasks are legally required for liability, safety, accessibility, and compliance reasons. Examples include:

• Fire systems – sprinklers, alarms, extinguishers
• Gas leak inspections
• Elevator and lift maintenance
• Pool safety equipment
• Stormwater system checks
• Sewer line cleaning
• Pest control
• Smoke detector batteries
• ADA accessibility features

Consult your city property management guidelines for additional mandatory schedules like boiler inspections. Neglecting legally mandated maintenance opens the door to hefty fines.

Step 3 – Review Manufacturer Specs

For equipment like HVAC systems and water heaters, follow the maintenance recommendations in the manufacturer manuals. This ensures warranties stay valid and lifespan maximized. Tasks may include:

 

• Replacing air filters
• Draining sediment from water heaters
• Lubricating parts
• Tightening connections
• Checking refrigerant and fluid levels
• Testing safety controls

Have technicians log dates for future reference. Don’t void protections by skipping manufacturer maintenance.

Step 4 – Incorporate Seasonal Tasks

Maintenance needs change over the course of a year based on weather and seasonal usage. Your schedule should adjust accordingly. Examples of seasonal maintenance tasks include:

Spring

• Inspect foundations for freeze damage
• Test cooling systems ahead of summer
• Open pools
• Prune trees and fertilize lawns
• Clean out gutters and drainage

Summer

• Monitor irrigation systems
• Schedule AC tune-ups
• Monitor pools
• Apply mulch and control weeds

Fall

• Winterize pools
• Service furnaces ahead of winter
• Clean chimneys and flues
• Rake leaves and trim back vegetation
• Seal windows, doors and cracks

Winter

• Monitor snow removal
• Shovel walkways and salt icy patches
• Clean gutters and roof
• Check plumbing insulation
• Monitor ice dams on roofs

Step 5 – Set Routine Frequencies

For other common maintenance tasks, determine the appropriate frequencies based on tenant usage patterns. In general:

Daily/Weekly

• Garbage collection
• Common area cleaning
• Outdoor lighting checks

Monthly

• HVAC filter replacement
• Fire extinguisher inspections
• Pest control
• Landscaping maintenance

Quarterly

• Gutter cleaning
• Carpet cleaning
• Dryer vent cleaning

Biannually

• Chimney sweeping
• Drain cleaning
• Interior paint touch ups

Annually

• Roof inspection
• GFCI outlet testing
• Water heater flushing
• Fire sprinkler inspection
• Parking lot sealing

Every 2-3 Years

• Exterior paint
• Flooring replacement
• Tree trimming
• Major appliance replacement

Adjust maintenance task frequencies based on needs and assign tasks to calendars or software. Reevaluate the schedule over time and modify tasks based on performance.

Additional Tips for Maintenance Success

Follow these tips to further improve upon your rental maintenance program:

• Link tasks to rental turnover – Bundle painting, carpet cleaning, HVAC servicing, etc into your unit turnover process between tenants.

• Require service logs – Have vendors provide detailed logs and photos showing tasks completed to document your diligence.

• Hire specialists – Don’t DIY major electrical, roofing, plumbing and HVAC repairs. Use licensed pros.

• Offer 24/7 service – Tenants don’t operate 9-5. Have after-hours options for urgent issues.

• Inspect regularly – Walk the property monthly looking for emerging issues. Fix promptly.

• Review annually – Each year, review the past year’s repairs and adjust maintenance plans accordingly.

• Automate reminders – Use apps and software to auto-generate timely reminders and track compliance.

• Provide checklists – Arm onsite staff with task checklists to ensure consistency.

• Monitor energy usage – Analyze usage patterns monthly and address fluctuations quickly through maintenance.

• Incentivize staff – Pay bonuses to maintenance teams based on occupancy rates, tenant surveys, and budget goals.

If you are a property manager located in San Diego County and looking to simplify your maintenance oversight, contact us for a free estimate today. 

Outsourcing to a professional maintenance company like Octo Property Services provides an easy turnkey option for creating a cost-effective maintenance plan tailored to your specific buildings and units.