3 Property Maintenance Checklist Examples

It’s easy to fall behind on property maintenance when you’re managing multiple units, handling tenant requests, and juggling vendors.

One missed inspection or delayed repair can turn into a bigger issue, leading to complaints, costly damage, or even safety concerns.

Many property managers know the stress of unexpected problems that could’ve been avoided with regular upkeep. Having a clear maintenance checklist helps you avoid these problems.

In this article, we have prepared 3 checklists you can follow to stay organized, save money on repairs, and keep your tenants comfortable.

3 Property Maintenance Checklists You Can Follow

These three checklists for landlords and property managers that we compiled cover monthly tasks, move-in and move-out prep, and yearly inspections.

Checklist for Every Unit Move-In / Move-Out

A smooth move-in or move-out starts with a good checklist. It helps you catch small problems, protect your property, and create a better experience for your tenants.

Here’s a full list of what to check and why it matters.

Task	What to Check
Full walk-through inspection	Look at walls, ceilings, floors, windows, and doors for damage, wear, or anything broken.
Test all appliances	Check fridge, oven, stove, microwave, dishwasher, and washer/dryer (if included) to make sure they work.
Check plumbing fixtures	Run faucets, flush toilets, check under sinks for leaks, and test water pressure and drain speed.
Inspect electrical outlets and lights	Test all outlets and switches. Replace burned-out bulbs or cracked covers.
Test smoke and CO detectors	Make sure all detectors work and have fresh batteries. Replace if needed.
Clean the entire unit	Deep clean floors, countertops, appliances, bathrooms, windows, and inside cabinets and drawers.
Replace air filters	Install a fresh HVAC filter for clean air and better system performance.
Change locks or rekey	Swap out keys or rekey locks between tenants for safety.
Check doors, windows, and screens	Make sure they open, close, and lock. Fix cracked glass or torn screens.
Inspect paint and flooring	Touch up scuffs, patch holes, or repaint and replace flooring if there’s heavy damage.
Document the condition	Take clear photos or videos of the unit after cleaning and repairs. Save it in a secure folder or in a cloud-based property software.
Provide a move-in condition form	Give tenants a form to record the unit’s condition. Collect it once complete.

Monthly Tasks for Property Maintenance

Monthly maintenance keeps your building in good shape and helps prevent bigger problems later. These regular checks take less time than major repairs and help you spot small issues early.

Below is a simple monthly checklist you can use to stay on track.

Task	What to Check
Replace or clean HVAC filters	Keep airflow strong and energy bills low by changing or cleaning filters regularly.
Test smoke and CO detectors	Press the test button on each device to check if it sounds. Replace batteries if needed.
Inspect plumbing under sinks for water leaks	Look for moisture, mold, or water stains in kitchen and bathroom cabinets.
Look for signs of pests or infestations	Check corners, baseboards, and storage areas for droppings, nests, or chewed materials.
Walk the property for exterior damage or hazards	Look at sidewalks, fences, roofs, gutters, and landscaping for anything broken or unsafe.
Check lights in hallways, entrances, and outdoor areas	Make sure all lights are working. Replace burned-out bulbs and fix loose fixtures.
Flush unused toilets and run water in rarely used sinks	This keeps plumbing clear and helps prevent common plumbing issues such as smells or clogs.
Check that locks, latches, and doors work properly	Test main doors, unit entries, gates, and any shared area locks for smooth function.
Clean common areas and inspect for wear or safety issues	Tidy lobbies, laundry rooms, stairwells, and hallways. Look for trip hazards, broken tiles, or loose rails.
Log all inspections and maintenance done	Keep written or digital records of what you checked and fixed. This helps with future planning.

Year-Round Maintenance Checklist

Annual maintenance keeps your property safe, energy-efficient, and in good working order. These tasks help you plan ahead, avoid major repairs, and improve the overall condition of the building.

Use this checklist each year to stay on top of what matters most.

Task	What to Check
Inspect the roof and gutters	Look for leaks, missing shingles, or clogged gutters. Remove debris and repair any damage to prevent water issues.
Check the foundation and exterior walls	Inspect for cracks, water stains, or loose materials. Seal gaps and repair any signs of wear to prevent future problems.
Service the HVAC system	Schedule professional inspection and cleaning. This improves efficiency and helps extend the life of your heating and cooling units.
Test smoke and carbon monoxide detectors	Check every device in units and common areas. Replace weak batteries or outdated units as needed.
Inspect plumbing systems	Check for visible leaks, pipe corrosion, or water pressure problems. Drain water heaters and remove sediment.
Check electrical panels and outlets	Make sure circuits work properly and outlets are safe. Bring in a licensed electrician if you notice any issues.
Clean and inspect windows and doors	Confirm that seals are tight and locks are working. Replace broken glass, latches, or worn-out weatherstripping.
Check insulation and ventilation	Inspect attic spaces, crawlspaces, or utility rooms to confirm good airflow and energy savings. Add insulation if needed.
Inspect and clean common areas	Deep clean shared spaces like entryways, stairwells, and laundry rooms. Repaint walls or repair damage as needed.
Schedule pest control inspection	Hire a licensed pest control company to check for termites, rodents, or insects. Apply treatments if problems are found.
Inspect and maintain appliances	Test stoves, refrigerators, and other included appliances. Service or replace aging units before they fail.
Review insurance and vendor contracts	Go over property insurance, vendor agreements, and service contracts to make sure they’re current and meet your needs.

Why Regular Maintenance Keeps Your Property in Shape

Taking care of your property doesn’t need to feel overwhelming. Here’s how a solid rental property maintenance routine helps keep your rental property in great shape year-round:

Helps Systems Run at Optimal Performance

When your HVAC system, heating system, and water heater are in top shape, your property stays comfortable and energy-efficient.

Tenants enjoy steady temperatures, clean air, and hot water that’s always available. This leads to fewer complaints and a better rental experience overall.

Well-maintained systems also break down less often, which cuts down on emergency repair calls and keeps operating costs low. Over time, this improves the property’s reputation and helps reduce tenant turnover.

Prevents Unexpected Issues

Unexpected issues like leaks, broken fixtures, or heating failures often come with high repair bills and frustrated tenants. But when maintenance is done on a regular schedule, you’re less likely to deal with these surprises.

Small problems are caught early, long before they grow into larger ones. This also gives you more control over your repair budget.

Instead of spending money all at once on emergencies, you manage costs over time and avoid stress.

You can also use advanced IoT solutions to help you manage and monitor your property.

Boosts Curb Appeal and Tenant Satisfaction

When a property looks clean and well cared for, it stands out in the neighborhood. Neatly trimmed trees, clean walkways, and fresh paint all contribute to strong curb appeal. That first impression matters to both potential and current tenants.

A nice-looking building shows that you care, which leads to higher satisfaction and pride in where they live.

Tenants are more likely to renew their lease, stay longer, and treat the space with care. It also helps you attract better renters when a unit opens up, keeping occupancy rates steady.

Supports Clear Tenant Communication

When tenants know that their concerns are taken seriously, they feel valued. Giving them a simple way to submit requests and get updates builds trust. This creates smoother conversations and avoids frustration on both sides.

Good communication helps tenants speak up early when something feels off, which gives you a chance to respond quickly and protect the property.

Whether you handle this directly or work with a property management company, fast and clear feedback helps improve the tenant experience and leads to stronger relationships.

Encourages Routine Property Inspections

Routine property inspections help keep small issues from turning into larger problems. These visits give you a full picture of what’s working and what might need attention.

You get to see if the heating system is still running efficiently, if air filters need a change, or if there are any signs of leaks or wear.

This means you can keep the entire building in good condition without relying only on tenant reports.

Regular inspections also help you plan for upgrades or long-term fixes, instead of being caught off guard.

Keeps Every Unit at the Same Level

Keeping all units in the same condition makes your property easier to manage. Tenants expect a certain level of quality, and when each space feels equal, no one feels left behind. This helps reduce complaints and limits disagreements about rent or repairs.

A well-balanced building also looks more professional and well-managed. Over time, this makes your property more appealing to both renters and future buyers, which may increase your property's NOI.

Adds Long-Term Value to Your Property

Consistent rental property maintenance adds real value to your investment. A property that stays clean, safe, and up to date will always be worth more than one with signs of neglect.

Regular pest control measures, working systems, and attractive common spaces protect both the building and your reputation.

It shows lenders, inspectors, and buyers that the property has been managed well. This increases resale value and makes it easier to refinance or sell when the time comes.

Save Thousands on Water Without Extra Work with DrizzleX

Leaks from toilets and showers can add up fast. DrizzleX helps you spot them early, so you don’t waste money on water you can’t see.

It sends email alerts with the exact unit and fixture that’s causing the problem. You also get clear reports and the option to bill tenants based on how much water they actually use.

In Peoria, a 57-unit property cut water use by 67% after using DrizzleX. They saved over $37,000 in one year.

Water use dropped from 20,487 gallons a day to just 6,852. All that without major plumbing work or high upfront costs. Each unit saved 9.6 HCF per month, thanks to smarter monitoring.

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FAQs About Property Maintenance Checklist

What does property maintenance consist of?

Property maintenance covers a mix of recurring tasks that keep everything working properly inside and outside the building.

It includes lawn maintenance, HVAC servicing, pest control, plumbing fixture checks, and regular inspections of electrical systems and outdoor lighting fixtures.

A good property maintenance checklist helps property managers track preventive maintenance and handle maintenance requests before they turn into costly repairs.

What is the rule of thumb for property maintenance?

A common rule of thumb for property maintenance is to budget around 1% of the property's value each year for regular maintenance tasks.

This helps you stay on top of seasonal tasks, address maintenance issues promptly, and avoid expensive repairs.

A well-maintained property with proactive maintenance keeps tenants happy and lowers long-term costs.

How to make a maintenance checklist?

Start your maintenance checklist by breaking it into seasonal and recurring tasks, like gutter cleaning, trimming shrubs, replacing batteries in smoke and carbon monoxide detectors, and flushing the water heater.

A comprehensive property maintenance checklist should include both interior maintenance and checks on the building's exterior, like weather stripping, window screens, and parking lots.

Property managers can use a digital tool to schedule regular inspections and save time on tracking maintenance activities.

What maintenance needs to be done on a house?

Every house needs a solid home maintenance checklist to catch issues early and keep things running smoothly.

This includes checking heating and cooling systems, testing safety devices like smoke detectors and fire extinguishers, doing lawn care, and cleaning gutters to prevent ice dams.

Seasonal lists, like a spring home maintenance checklist, also help cover irrigation lines, frozen pipes, peeling paint, and carbon monoxide detectors for better safety and performance.