1. Decide who carries out maintenance tasks
First, decide who is going to do your property maintenance. If you are a startup landlord with some DIY skills and one or two rental units, you could do some jobs yourself and save some money. However, it’s usually best to get professionals. They can save you time, be on call 24/7, and do quality work.
It’s worth taking time to develop a reliable network of trusted maintenance contractors.
2. Schedule regular maintenance inspections
Maintaining rental properties should be about preventative maintenance, not about continually making repairs. Typically, at the end of a tenancy, you should thoroughly inspect the rental unit. Also, you could arrange a maintenance inspection when a tenant renews the lease. You could include in the rental agreement that property inspections take place upon the lease renewal.
Regular property inspections help you deal with any small issues before they become larger ones.
3. Keep up with appliances
Property maintenance should also include servicing appliances, HVAC units, water heaters, and elevators. To keep track of maintenance tasks, you need a list of systems that need regular servicing. Then, work out a schedule for maintenance servicing. For example, does the unit need servicing monthly or annually? Is it seasonal equipment that needs servicing in the fall and then in spring?
Scheduling maintenance prolongs the life of your assets and minimizes expensive repairs.
4. Communicate with tenants
Communication is a vital element of property maintenance. It’s essential to tell tenants to reach out to you with maintenance requests. You also need to help them realize their role in maintaining the rental unit. Also, do they know important information like where the stopcock is? That could be vital information to prevent a flood.
One of the best ways of streamlining maintenance is to use a property management app. With an app, a tenant can request repairs and send images of the issue. You can also inform the tenant about the timeframe and when the contractor will visit.
Additionally, a rental app is ideal for tracking repairs. For example, if faucets frequently leak, maybe it’s better to invest money in better quality plumbing fixtures. Software solutions for landlords also let you contact your contractors and track expenses.
Remember that by law, you need to give tenants adequate notice before you enter the property unless it’s an emergency.
5. Respond to all maintenance request promptly
Regardless of the issue, always respond quickly to repair requests. Even if the task isn’t urgent, tenants appreciate responsive landlords. It’s best to acknowledge the request, assess the situation, and then arrange for repairs.
Of course, issues like flooding, a smell of gas, no hot water, or electrical problems are emergencies. Additionally, problems like mold or broken appliances are urgent requests. You will need to deal with these problems promptly.
Other requests such as broken windows, a running toilet, squeaking door, or cracked tiles are not so urgent. However, tenants will still expect that they are resolved within a reasonable time.