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Maintenance & Repairs

What preventive maintenance should landlords schedule?

Quick answer

Schedule maintenance by season and by system. Twice a year, service the HVAC, test smoke and carbon monoxide detectors, and check for leaks. Each spring and fall, handle gutters, weather sealing, and the water heater. Inspect the roof, plumbing, and appliances yearly. Rules on entry notice vary by state, so give proper written notice before visits.

Build a maintenance calendar around the seasons

Preventive maintenance works best as a schedule, not a reaction to complaints. Break the year into seasons and assign tasks to each. A repeatable calendar keeps small problems from becoming expensive emergencies.

  • Spring: clear gutters, check the roof and exterior for winter damage, and service the air conditioning.
  • Summer: inspect for pests, test irrigation, and check window and door seals.
  • Fall: service the heating system, seal drafts, and clean the chimney or flue if present.
  • Winter: protect exposed pipes, watch for ice dams, and confirm heat works in every room.

Service the systems that fail expensively

A few systems cause most large repair bills, so give them regular attention. Servicing an HVAC unit twice a year extends its life and keeps efficiency high. Flushing the water heater once a year clears sediment that shortens its lifespan.

Watch the quiet risks too. Slow plumbing leaks rot subfloors before anyone notices, so check under sinks, around toilets, and near the water heater for moisture. Test the sump pump before heavy rain. Replace worn caulk in bathrooms and kitchens to keep water out of walls.

Do not skip safety and turnover checks

Safety devices protect tenants and limit your liability. Test smoke and carbon monoxide detectors at least twice a year, and replace batteries on a set schedule. Confirm fire extinguishers are charged and that exits stay clear.

Turnover between tenants is your best inspection window. With the unit empty, check appliances, caulking, grout, and the condition of floors and paint. Fixing small items now is cheaper than an emergency call later. Document what you find with dated photos.

Run it without living at the property

Most landlords cannot inspect in person every month, so lean on systems. Keep a written checklist for each visit and a log of what was done and when. Build relationships with a few reliable vendors so you are not scrambling during a failure.

Give tenants an easy way to report small issues early, before they grow. And respect entry rules. Notice requirements before entering an occupied unit vary by state, so give proper written notice and read the guides at /laws/ plus your own lease.

How Rentari helps

Rentari keeps preventive maintenance from slipping through the cracks. When a tenant does report an issue, 24/7 Maintenance Triage logs the ticket, asks the right questions, and helps you dispatch a vendor, so small problems get handled before they spread. Tenants can also call Luna by Phone at any hour, which means a burst pipe at midnight reaches you as a clear, timestamped record.

Preventive work is also deductible, so track it. Expense and Receipt Scanning captures vendor receipts and categorizes them, and Tax-Ready Reporting rolls those repairs into your Schedule E at year end. That turns routine upkeep into organized, defensible records.

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Related questions

How often should I inspect a rental property?
A common rhythm is a light seasonal check plus one thorough inspection a year, with every turnover as a bonus look. Some landlords add a mid-lease visit. Entry notice rules vary by state, so give written notice and follow your lease each time.
Can I require tenants to change HVAC filters?
Many leases assign simple upkeep like filter changes to the tenant. Put it in writing and be specific about frequency. Even so, plan to verify it during visits, since a neglected filter strains the system. Supplying the filters yourself improves compliance.
Is preventive maintenance tax deductible?
Routine repairs and upkeep are generally deductible as operating expenses in the year you pay them. Larger improvements may need to be depreciated instead. The line between the two matters, so keep receipts and confirm treatment with a tax professional.

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This article is general information for landlords, not legal, tax, or financial advice. Rules vary by state and city; verify specifics with the official statute or a licensed professional. See our state law guides.