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Did you know that maintenance costs can amount to ⅕ of an average rental income? If a property earns £1,000 a year, £200 of that will go to maintenance and repairs. That’s £2,400 each year.
Maintaining rental properties is an important responsibility for a property manager or owner. A well-maintained property ensures the safety of guests and keeps them comfortable. It leads to a positive guest experience that contributes to long-term profitability and higher property value.
Routine maintenance, in particular, is a proactive strategy that prevents costly repairs. It also improves the property’s condition and enhances tenant satisfaction. Creating a desirable living environment encourages people to stay or rebook, effectively reducing vacancy rates.
Through a well-executed property maintenance checklist, you can increase rental income and protect the value of your rental unit. Also known as a preventive maintenance checklist, this provides a detailed list of tasks that check essential systems and areas in a property. It ensures that everything is in good working condition and allows the property to be used as a rental space.
In this article, you’ll learn more about this checklist - specifically the 9 important areas that should be included in the list.
Creating a Preventive Maintenance Checklist
Every rental property operator or manager should have a preventive maintenance checklist. This is a strategic document that will track the necessary inspections and repairs your property would need to maintain its premium condition. It ensures all systems, structures and areas are functioning properly.
Through this checklist, you can spot minor issues and deal with them before they become bigger problems. You can easily monitor all your rental properties to ensure all routine check-ups are completed. Whether you have a short-term rental or an AST, this list will help you keep all your properties compliant with local rules and regulations.
To create this list, identify areas needing regular attention. Organise them based on the frequency of check-ups required (e.g. monthly, quarterly, annually, seasonal, etc.). Set protocols and document them so the maintenance tasks are done consistently. Note the schedules so you know when the next service should be done.
Here are the essential tasks to include in your preventive maintenance checklist.
HVAC systems
The heating, ventilation and air conditioning system creates a comfortable environment in your rental properties. Regular HVAC maintenance protects the well-being of the occupants and ensures energy efficiency and cost savings.
Checking the HVAC system involves replacing air filters, removing dust and debris, cleaning air ducts, maintaining the right refrigerant levels (and checking leaks), testing the thermostat’s functionality and many more.
Get a qualified technician to conduct all these checks. It will keep the HVAC system from breaking down - ensuring a comfortable stay for tenants or guests. Set up seasonal checks - specifically before crucial months like summer and winter.
Plumbing and water systems
Maintaining the plumbing and water systems involves more than inspecting pipes and faucets. It also involves water conservation, wastewater management, and other water-related issues. Any water damage or moulds should be dealt with immediately because they could compromise the integrity of the property’s structure.
When conducting plumbing and water system maintenance, check for leaks and physical manifestations of corrosion. If you notice issues, bring in a professional to repair damages and replace faulty or old pipes, faucets, toilets, showerheads, sinks, etc. Have them check the water pressure to ensure it’s just right, otherwise, it might strain the plumbing system. Make sure the water heater is serviced and pipes are insulated (especially those in unheated areas) before the cold season starts.
Electrical systems
The London Fire Brigade sees electrical items as the 4th fire risk in properties. They’ve reported attending to 26,376 electrical fires in London since 2017. This is why electrical systems should be regularly checked by property managers. Have a clear record of the electrical system of rental properties - especially those in old buildings. It’s your responsibility to make sure they’re updated so they don’t cause electrical fires.
Have a licensed electrician routinely check electrical panels, switches, wiring and outlets. Test circuit breakers and GFCIs (Ground Fault Circuit Interruptors). These two guard against electrical overloads and electrical shocks. Replace damaged cords, wires and electrical fixtures. Schedule electrical inspections every year to ensure smooth property operations and guest safety.
Appliances and equipment
Keep appliances and equipment in good condition so guests can use them conveniently and more importantly, safely. Regular cleaning and servicing can extend the life of stoves, dishwashers, refrigerators and laundry machines.
Pay close attention to kitchen appliances and equipment. The UK government reported that cooking appliances were responsible for 44% of fires so be vigilant about checking this area. Address any issues promptly so they continue to be functional and safe for use.
Doors and windows
The integrity of doors and windows has a direct effect on the security of guests as well as energy efficiency. Ensure that these are in good condition so guests won’t have a hard time opening and closing them. Inspect seals and weatherstripping. Check for drafts so these won’t compromise how temperature is regulated indoors.
Look at the locks and see if they are still functional. If you have outdated locks, replace them with modern ones. For short-term rentals, using keyless locks makes checking in and out convenient. Consider using these to elevate the guest experience and make property operations more efficient.
If doors and windows have cracked glass or rotting frames, be quick to replace them so they won’t affect the guest experience and the overall visual appeal of the property.
Exterior conditions
The exterior of a rental property is vulnerable to wear and tear because of exposure to the elements. You need to have these inspected regularly for leaks, structural damage and even flooding risks. Focus on the roof, siding and gutters. Clear the gutters and downspouts of debris to keep them from clogging. This could lead to water buildup and could seep into the property. Look at the roof for cracks and missing shingles. Have these fixed so they won’t compromise the interior of the property every time it rains.
Walk around the property and check the landscape. Trim overgrown trees and bushes - if there’s any. Take care of the visual outdoors to maintain the value of the property. Check the walls and structure as well - see if they need a fresh coat of paint or seal. These can protect the property from damaging environmental factors.
Pest control
Pest infestations can quickly get out of hand so these must be dealt with swiftly. Regularly inspect for signs of termites, rodents and insects. Seal entry points and maintain cleanliness. If necessary, schedule a professional pest control service so they can inspect the property and apply treatments. These can minimise the occurrence of infestations that can affect the guest experience.
By doing this regularly, you can protect the integrity of rental properties, save money on repairs and impress guests with the cleanliness of the property.
Security systems
A responsible property manager ensures the safety and security of guests. Part of the job is to check the security systems and make sure they’re all functional. Regularly test security cameras to ensure they’re all operational. Look at camera feeds for clear visuals. Make sure any alarms like motion detectors are triggered correctly. Check the locks and make sure any faulty mechanisms are fixed or replaced. These can malfunction or wear out so regular inspection is a must to keep guests and the property safe.
Take note of the model and details of the security systems installed. This way, you’ll know when to replace them with more sophisticated systems that can protect against modern threats.
Emergency measures
Emergency measures protect your guests from fire risks and other life-threatening events. Install state-of-the-art smoke detectors to alert guests of potential fires. This will give them enough time to evacuate to safety. You can also put heat alarms or detectors in the kitchen as an added protection. Check carbon monoxide detectors as well to ensure they’re working and won’t endanger guests.
Inspect fire extinguishers and make sure they’re in the right place on the property. Provide easy-to-follow instructions so guests will know how to use them. Check the emergency exits and ensure there are no obstructions that could keep guests from using them. Any fire doors should be checked as well to make sure they’ll function correctly.
Always review the security measures you’ve put in place. Update your knowledge of ge from government and fire department websites. This will help you implement the right emergency plan to protect your guests.
Make Preventive Maintenance Easier and Convenient
Preventive maintenance is critical to a rental property’s operations. Property managers who have a preventive maintenance checklist can proactively deal with issues before they escalate. This can reduce repair costs and improve guest satisfaction. It can also preserve the value of the property.
Having this level of diligence will give you the confidence to market your rental properties. Implementing a preventive maintenance checklist will make managing multiple properties easier. It ensures compliance and will boost the trustworthiness of your property management services. It ensures consistency and efficiency - leading to better property performance and profitability.
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