Staying on top of maintenance and repairs for your rental property is an important responsibility. You have a legal duty to keep your tenants safe, and that requires handling emergencies and completing repairs quickly that impact habitability. However, that can be tough when you’re trying to manage everything on your own. If you approach maintenance and repairs casually, small issues can turn into big legal and financial problems.
The best way to avoid this is to create a maintenance system that takes care of issues before they have a chance to grow.
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Hire a property manager
By far, the easiest way to maintain your rental property is to hire an experienced property manager. It’s what they do for a living, and they’re good at their job. When you hire a property manager, you don’t have to try to figure out how to keep your property in good shape and keep your tenants happy. They’ll do all that for you.
Hiring a property manager is worth the fee for the peace of mind you’ll get knowing you don’t have to worry about violating landlord-tenant law accidentally and creating a legal nightmare. A professional property manager will take great care of your tenants and do everything possible to keep them happy and maintain your source of rental income. They’ll also have access to a network of local, reliable contractors like electricians, plumbers, cleaners, HVAC techs, roofers, and more. When you need a contractor, they’ll schedule the appointment and get the job done.
Know your responsibilities
While most tenants will only make valid requests for maintenance and repairs, sometimes they don’t realize what counts as their responsibility. For example, if your lease states that tenants are responsible for cleaning the gutters and maintaining the yard, it’s not your responsibility to do either of these things. However, as a landlord, it is your responsibility to repair appliances, electrical systems, plumbing, and other issues to keep your rental home safe, clean, and habitable.
Start with knowing what habitability means. While some states don’t have a specific list of what makes a home habitable, it’s generally understood that a rental property must have heat, working plumbing, electricity, locks, weather protection, and an overall safe structure. These are your core responsibilities as a landlord. If there are any issues with these elements, it’s not an optional fix.
Create a maintenance budget
Maintenance costs are predictable in the sense that you’ll always need to fix something. The exact repair can’t always be predicted, but you can count on having ongoing projects. That’s why you should treat maintenance as a recurring expense by setting aside funds specifically for your needs.
While it helps to add funds on a regular basis, you can get even more specific than that. At some point, you’ll need to address major issues like roof repairs, HVAC maintenance, and broken appliances. Track the age of your systems and appliances so you can plan ahead and save a little more for their end of life.
Respond fast to your tenants
Responding to maintenance requests quickly is essential for maintaining tenant satisfaction and preventing further damage to your property. It’s best to respond within 24 hours even if the situation isn’t an emergency. Once you know what a tenant needs, you can respond appropriately. If it’s an emergency, you can send someone out right away. If not, let your tenant know you’re working on it and provide updates along the way.
Always make these communications in writing to establish documentation of the issue and how it gets resolved. Don’t rely on text messages or use multiple systems to communicate. Once the issue has been resolved, follow up with your tenant to make sure everything is fixed. Even when a contractor says the job is done, you need to confirm it with your tenant. If it’s a major repair, you should inspect the job personally.
Perform regular inspections
Maintenance is easier when you perform regular inspections. You’ll be able to spot damage before it spreads and creates major expenses. Just remember to provide your tenants with proper notice before you show up at the door.
Know what you should and shouldn’t fix yourself
Some maintenance and repairs are easy DIY fixes, but you need to know your limits. Some jobs require licensed professionals because mistakes can create safety hazards and insurance problems. Basic tasks like painting and caulking are usually fine as DIY jobs. However, avoid working on plumbing, electrical systems, gas appliances, and the roof.
When you meet your legal duties to handle required maintenance, your tenants will have fewer reasons to leave. Rental maintenance is unavoidable, but it’s easier with a solid plan.
