Setting Up a Maintenance Schedule: Seasonal and Annual Tasks for Landlords

Want to keep your rental property in top shape and your tenants happy? A proper maintenance schedule is the key. Regular upkeep prevents costly repairs, extends the life of systems, and ensures tenant satisfaction. Here’s a quick breakdown of what you need to know:

Why Maintenance Matters: Avoid emergency repairs, lower costs, and maintain property value.
Seasonal Tasks:
- Spring: Inspect the roof, gutters, and HVAC.
- Summer: Focus on cooling systems and exterior care.
- Fall: Clear gutters, prep heating systems, and seal drafts.
- Winter: Insulate pipes, prevent frozen systems, and ensure safety.
Annual Essentials: Deep clean interiors, inspect safety systems, service HVAC, and check for water damage.
Tools and Tips: Use digital tools to track tasks, set budgets, and communicate with tenants effectively.

A solid maintenance plan saves money, keeps tenants long-term, and protects your investment. Let’s dive into the details.

Landlording A-Z: Episode 12 - Maintenance Checklist

Season-by-Season Maintenance Tasks

Taking care of your rental property throughout the year can save money on repairs and keep everything running smoothly. Use this checklist to handle the specific needs of each season.

Spring Tasks

Spring is the time to tackle repairs and prep for warmer weather.

Task Category	Key Actions	Timing
Exterior Check	Look over the roof, gutters, and siding for any damage	Early March
HVAC Prep	Service the AC and swap out filters	Mid-March
Landscaping	Trim trees and add fresh mulch	Late March
Safety Systems	Test smoke and carbon monoxide detectors	Early April

Summer Tasks

Focus on keeping things cool and protecting the property from heat.

Cooling System Maintenance:

Schedule a professional AC check-up before peak heat
Clean or replace HVAC filters regularly
Check attic ventilation to reduce heat buildup

Exterior Care:

Power wash siding and walkways for a clean look
Inspect windows and doors for drafts or leaks
Monitor irrigation systems during dry spells
Fix any damaged fencing quickly

Fall Tasks

Get ready for colder weather and prevent winter-related issues.

Important Fall Chores:

Remove leaves from gutters, yards, and downspouts
Service heating systems to ensure they're ready to go
Seal gaps around windows and doors to keep out drafts
Drain and shut off outdoor faucets and irrigation systems
Schedule a chimney cleaning if you have one

Yard Prep:

Trim trees to avoid ice-related damage
Protect delicate plants from frost
Drain and store hoses and irrigation tools

Winter Tasks

Winter maintenance is all about avoiding cold-weather problems and keeping tenants safe.

Prevent Frozen Pipes:

Keep indoor heating at a steady temperature
Insulate pipes that are exposed to the cold
Watch for ice dams forming on the roof

Safety Steps:

Clear snow and ice from walkways to prevent slips
Make sure heating systems are working reliably
Stock up on supplies for potential power outages

sbb-itb-9817144

Yearly Maintenance Requirements

Some maintenance tasks require attention once a year to keep your property in good shape and avoid expensive repairs. Staying organized helps protect your investment and keeps tenants happy.

Property Cleaning and Repairs

Annual cleaning and repairs go beyond seasonal tasks. They help maintain your property’s value and prevent bigger issues down the line.

Area	Tasks to Complete	Suggested Timing
Safety Systems	Replace smoke/CO detector batteries; inspect fire extinguishers	January
Appliances	Schedule professional inspection and servicing	March
Interior Surfaces	Deep clean carpets; touch up paint; refresh grout	April
Plumbing	Flush water heater; check for leaks	May
HVAC	Perform a full system tune-up	June
Pest Control	Arrange professional inspection and treatment	July

Notify tenants at least two weeks in advance and keep records of dates, costs, and contractor details.

Water Damage Prevention

Inspect water sources and nearby surfaces for leaks
Reapply caulking around sinks, tubs, and showers
Test water pressure to ensure proper flow

Interior Maintenance

Repair cracks in walls or ceilings
Check electrical outlets and switches
Test all appliances to confirm they’re working

Building Component Checks

Once interior tasks are complete, focus on inspecting key structural elements.

"The best-case scenario as a landlord is to systematically work through every property at least once a year and go through a checklist to make sure everything has been looked into." – Avail ^[1]

Foundation and Structure

Look for cracks or shifts in the foundation
Ensure proper drainage around the building
Check basements or crawl spaces for moisture
Inspect structural beams for wear

Roof and Exterior

Check shingles for damage or wear
Clean and inspect gutters and downspouts
Examine exterior trim and siding
Verify attic ventilation is working correctly

Safety and Security

Test locks and other security features
Inspect exterior lighting for functionality
Check seals on windows and doors
Test the garage door

Following a yearly maintenance calendar spreads out costs and ensures every part of the property is reviewed under different seasonal conditions ^[1].

Managing Your Maintenance Plan

Digital Tools for Organization

Digital tools can simplify how you manage maintenance by centralizing tracking, documentation, and communication. Here’s what to look for:

Maintenance Tracking: Allow tenants to submit requests, complete with photos or videos.
Communication: Use in-app messaging for updates and seamless communication.
Record Keeping: Maintain digital logbooks and track expenses efficiently.
Schedule Management: Integrate calendars with automated reminders to stay on top of tasks.

Once your processes are digitized, ensure your financial planning aligns with these systems for smooth operation.

Setting Maintenance Budgets

A well-planned budget is crucial for both routine upkeep and unexpected repairs. Here’s how to approach it:

Allocate funds for regular maintenance and emergency situations.
Review past maintenance costs for each property to guide your planning.
Periodically adjust the budget based on actual expenses.

This approach helps maintain your properties year-round without financial surprises.

Tenant Communication Guidelines

Clear communication with tenants is key to avoiding misunderstandings and ensuring prompt maintenance. Follow these practices:

Provide written maintenance procedures at move-in.
Send maintenance notifications well in advance.
Keep a record of all maintenance requests and responses.
Follow up after repairs to confirm tenant satisfaction.

Strong communication, paired with reliable contractors, ensures issues are resolved quickly and professionally.

Finding and Managing Contractors

A dependable contractor network is essential for timely and quality repairs. Here are some tips:

Maintain a pre-approved list of contractors for various needs.
Track contractor performance and schedule regular reviews with your go-to providers.
Set clear service expectations and response times through formal agreements.

An established contractor network minimizes delays and keeps your maintenance plan running smoothly.

"Innago is your digital assistant, notifying you (or any maintenance team member you've added) immediately when a maintenance ticket is submitted. You can respond right from the Innago app, track updates, and inform your tenants of any timeline changes." ^[2]

Conclusion

Having a solid maintenance schedule is essential for managing properties effectively. It ensures properties stay in good condition, keeps tenants happy, and helps maintain or even boost property value.

Key Takeaways

To manage property maintenance well, it's important to combine preventive measures with quick responses. This approach minimizes expensive last-minute fixes and prolongs the life of building systems and appliances.

Here are some core components of a strong maintenance plan:

Regular Inspections: Check properties thoroughly during seasonal changes and lease renewals to catch potential issues early.
Preventive Maintenance: Schedule routine care for key systems like HVAC, plumbing, and electrical to avoid major problems.
Budget Planning: Allocate funds for everyday upkeep and unexpected repairs to stay financially prepared.
Clear Communication: Keep open lines with tenants and contractors to make the maintenance process smoother.