Landlord Maintenance Checklist for Property Owners
- DrizzleX
- Jul 24
- 9 min read
Keeping a property in good shape takes more than just fixing things when they break. Regular maintenance helps prevent costly repairs, keeps tenants satisfied, and protects your investment.
This article will guide you through what to check each month, every season, and annually. It covers everything from small repairs to key system checks so your property stays safe, clean, and comfortable for everyone.
What Are Landlord's Maintenance Responsibilities?
As a landlord, you’re expected to keep your rental units in working order. This means handling regular upkeep, fixing things when they break, and making sure the place stays safe and clean for your tenants.
It’s the landlord’s responsibility to take care of both minor repairs and larger issues like a broken heating system or air conditioning that stops working.
Property Maintenance Monthly Checklist
A quick monthly check can help you stay ahead of small problems before they turn into big ones. This monthly checklist covers simple tasks that protect your building, save money, and keep everything in working order.
Test Smoke and Carbon Monoxide Detectors
Check all smoke and carbon monoxide detectors in your building every month. These alarms are there to keep your tenants safe, and they can only do that if they’re working properly.
What to do:
Visit each unit and common area to locate every smoke and carbon monoxide detector
Press the test button and listen for a strong, clear alarm
Replace batteries right away if the sound is weak or silent
Check the manufacture date and replace any units older than 7–10 years
Remind tenants not to remove or cover the alarms
A working alarm can save lives and prevent serious damage by warning people early. Regular testing shows that you take safety seriously and helps avoid trouble down the road.
Check Under Sinks and Bathrooms for Leaks
Leaks under sinks, running toilets, and drips around bathroom fixtures often go unnoticed until they cause serious damage.
Even a slow drip can lead to mold, warped wood, or peeling paint. These issues not only cost money to fix but can also create health concerns for tenants.
What to do:
Open each bathroom and kitchen cabinet to inspect beneath the sink
Run the faucet and watch for drips from the drain or supply lines
Touch pipes and the base of the cabinet for any dampness
Look behind toilets and along the floor for water stains or soft areas
You can place a smart water detection device near pipes and under sinks
Schedule repairs immediately if you notice any signs of leaking
Installing water submeters can also help. When tenants see their own water usage, they’re more likely to report leaks quickly. Submetering makes water use more visible, which can lead to faster fixes and fewer hidden problems.
Change HVAC or Furnace Filters
Dirty filters make your heating and cooling systems work harder than they should. Over time, this can raise energy bills, reduce airflow, and wear out the system faster. Old filters also spread dust and allergens through the air, which can bother your tenants.
What to do:
Locate the filter slot on each HVAC or furnace unit
Slide out the old filter and check for dirt or buildup
Replace it with a clean filter of the same size and type
Use a marker to note the date on the new filter
Check with the manufacturer for how often to change it (usually every one to three months)
Replacing filters on a regular basis keeps the air clean and helps your system run more smoothly. It’s a simple task that can make a big difference in comfort and cost.
Watch for Signs of Pests
Pests can cause a lot of trouble if they go unnoticed. Mice, roaches, and other bugs can damage walls, chew through wires, and bother your tenants. They can also lead to health complaints and scare off potential renters.
What to do:
Look for droppings in cabinets, under sinks, and along baseboards
Check for bite marks on wood, cardboard, or wires
Inspect dark or quiet areas where pests might hide or nest
Look for grease marks or trails along walls
If you see signs, contact a pest control service right away
Catching the problem early makes it easier to treat and less expensive to fix. Regular checks help you spot warning signs before a small issue turns into an infestation.
Property Maintenance Seasonal Checklist
Staying on top of seasonal tasks keeps your property in good shape all year. Use this table as a checklist to handle weather changes, prevent damage, and keep tenants comfortable.
Season | What to Do |
Spring |
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Summer |
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Fall |
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Winter |
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Property Maintenance Annual Checklist
In addition to monthly and seasonal tasks, some maintenance jobs only need to be done once a year. These are just as important for keeping your property in good shape.
An annual checklist helps you stay organized, plan ahead for larger repairs, and spot issues before they turn into costly problems.
Here are the key tasks you should complete at least once every year:
Check the Roof and Foundation
The roof and foundation are two of the most important parts of any building. If either one has a problem, it can lead to leaks, structural damage, or expensive repairs. It’s a good idea to check both at least once a year, even if nothing looks wrong at first glance.
What to do:
Walk around the outside of the building and check the foundation for cracks or shifting
Look for gaps between the foundation and walls or stairs
Climb a ladder to inspect the roof
Check for missing, curled, or damaged shingles
Look for sagging spots, soft areas, or signs of water damage
If anything looks off, schedule an inspection with a roofing or foundation professional
Small cracks or loose shingles can get worse over time. Spotting early signs of damage helps you fix things before they become serious.
Flush the Water Heater
Over time, sediment builds up inside the water heater. This can make the unit work harder than it should, raise energy bills, and shorten its lifespan.
Flushing it once a year helps remove that buildup, improves heating speed, and keeps hot water flowing properly for your tenants.
What to do:
Turn off the power or gas to the water heater
Shut off the cold water supply going into the tank
Connect a hose to the drain valve and run it to a safe spot (like a floor drain or outside)
Open the drain valve and let the water flow out until clear
Turn the cold water back on briefly to stir up any remaining sediment, then drain again
Close the valve, remove the hose, and turn the power or gas back on
Schedule Full Pest Control Inspection
Earlier, we talked about watching for droppings or bite marks during your monthly checks. But some pests hide deep inside walls, ceilings, or crawl spaces where you can’t easily see them.
A professional inspection can catch problems early and treat them before they spread.
What to do:
Hire a licensed pest control company for a full property inspection
Ask them to check hidden areas like basements, attics, crawl spaces, and behind walls
Review the report and follow any recommendations
Keep records of the visit for your maintenance files, or use property management software to store them digitally.
Set a reminder to book the next inspection in a year
Deep Clean Appliances and Vents
Dirt, dust, and grease can build up behind and under appliances without you noticing. Over time, this buildup can affect how well things work and even become a fire risk.
Vents can also get clogged with lint or dust, which makes systems like dryers and range hoods less effective.
What to do:
Move major appliances like stoves, fridges, and washers to clean behind and underneath
Wipe down the back, sides, and floor area where dust and grime collect
Clean or replace vent filters in kitchen hoods and bathroom fans
Clear out dryer vents to prevent lint buildup
Vacuum or dust around HVAC vents and grilles
Switching to water-saving devices, such as low-flow showerheads and faucets, can also reduce water waste and lower utility costs.
These upgrades put less strain on plumbing and make it easier to spot water leaks or overflows early.
How Staying on Top of Repairs Helps Your Business
Keeping your building in good shape is more than just checking off a to-do list. Here’s how regular maintenance and fast repairs can make a big difference.
Keep Tenants Satisfied
Happy tenants are more likely to renew their lease. When everything is in proper functioning condition, tenants feel comfortable and taken care of. They’re more likely to report issues early, which helps avoid bigger problems later.
Support Tenant Safety
Safety should always come first. A working heating system, safe electrical outlets, and secure locks all help protect your tenants. Fixing issues quickly lowers the risk of injuries, fire hazards, and break-ins.
Prevent Property Damage
Small problems can turn into costly repairs if ignored. For example, a small leak can cause water damage or mold. A crack in the wall can attract pests. Fixing these issues early helps avoid significant damage and keeps your building in good shape.
Help Systems Run at Optimal Performance
Your building’s systems need regular care to stay strong. Filters need to be changed, vents cleaned, and units checked. This keeps air conditioning, heating, and plumbing running at optimal performance, which saves money in the long run.
Protect Rental Income
When tenants leave due to poor maintenance, you lose money. Units sit empty, and you may need to offer discounts to bring in new tenants. Taking care of repairs helps protect your rental income and keeps your business stable.
Keep Up Curb Appeal
First impressions matter. A clean, well-maintained property is easier to rent. It shows you care and helps encourage tenants to care for the space too. This helps keep the place clean and prevents issues that might attract pests or create safety concerns.
How This LA Apartment Cut Water Costs by 38% With DrizzleX
Did you know that aside from doing maintenance checks, there's a way you could save more water for your property?
A 65-unit building in Los Angeles did just that using DrizzleX. In only eight months, they saved $65,797 by cutting daily water use from 21,393 gallons to 13,326 gallons.
Each unit saved about 5 HCF per month, which came out to $83 in monthly savings.
This wasn’t from repairs or upgrades. It was simply from tracking how much water was being used.
Smarter Water Management Starts Here
DrizzleX is a smart water monitoring system that gives you full control over water use in your building. It tracks usage, spots hidden leaks, and helps you reduce waste before it turns into high bills.
With clear reports and real-time data, you’ll always know where water is being used and how to cut costs.
Here's what you get with DrizzleX:
See exactly how much water each unit is using in real time.
Catch silent leaks like running toilets and leaky fixtures before they waste too much water.
Most buildings save 25% to 45% on water bills just by using DrizzleX.
The system usually pays for itself in about nine months through the savings.
DrizzleX's AI predicts water usage for each unit up to two months in advance, helping you plan ahead and catch spikes before they happen.
FAQs About Landlord Maintenance Checklist
What maintenance is a renter responsible for?
Renters are generally responsible for small tasks like replacing air filters, reporting maintenance issues early, keeping the rental unit clean, and replacing batteries in smoke and carbon monoxide detectors.
The lease agreement usually outlines these maintenance responsibilities, so both you and the property manager know what’s expected. Keeping up with these tasks helps avoid costly repairs and keeps everything in good shape.
How to make a maintenance checklist?
To make a rental property maintenance checklist, start with routine maintenance like checking smoke and carbon monoxide alarms, cleaning gutters, inspecting pipes, and replacing air filters. Add seasonal tasks like snow removal in cold weather or testing sprinkler systems in summer.
A clear maintenance checklist helps property owners and tenants track preventive maintenance and respond to maintenance requests quickly.
What are the maintenance expenses for rental property?
Maintenance costs for a rental property can vary based on the property's condition, age of HVAC systems, water heaters, electrical systems, and how often regular maintenance is done.
Common expenses include fixing door locks, handling tenant repair requests, pest control, and making sure heating and cooling systems are working properly.
Staying on top of preventative maintenance helps avoid major repairs and manage maintenance costs more effectively.
What does property maintenance consist of?
Property maintenance includes routine inspections, handling maintenance requests, and checking safety devices like smoke alarms and fire extinguishers. You should also make sure AC units and light fixtures work properly, as well as keep door and window locks secure and in working condition.
It also covers preventive maintenance like gutter cleaning, exterior paint touch-ups, and checking for water intrusion or structural issues.
A good landlord maintenance checklist helps property managers keep the rental property in tip-top shape, address safety concerns, and keep tenants happy.
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