Free Download: 5 Property Maintenance Checklists

Whether looking after a property is your top priority or it’s just one responsibility in a list of many, keeping up with property maintenance is crucial to ensuring the properties you look after stay in good condition. One of the most effective ways to ensure maintenance always occurs as scheduled is to use a checklist.

Checklists are a simple but incredibly effective tool that can ensure quality maintenance inspections from your team time and time again with almost no financial investment. It might seem silly, but even a highly-trained professional who’s been doing the same task for years can still benefit from following a checklist. In fact, implementing a simple checklist in a hospital that included menial steps like “wash your hands with soap” saved lives.

Checklists work, so why not give them a try in your organization?

When to conduct property maintenance

When it comes to property management, there are two times a year that a building maintenance inspection should occur:

1. When the weather starts to cool down in the fall/winter
2. When it starts to heat back up in spring/summer

We’ve created internal and external maintenance checklists for each seasonal transition covering all the must-do items for a bi-annual maintenance inspection. Additionally, we have included a new tenant property maintenance checklist for landlords to use as a guide when inspecting a rental property before a new tenant moves in. 

These checklists are a great jumping-off point for efficient and effective rental maintenance.

Spring/Summer External Property Maintenance Checklist

As the weather starts to get warmer and rainier, new challenges in facility upkeep are likely to arise. Mother nature’s queue that summer is right around the corner should also be a queue for facility managers that it’s time for a bi-annual external property maintenance inspection.

Procedure

1. Inspect the roof for damage and debris.
2. Inspect doors and windows and ensure sealant is intact.
3. Put in or inspect window screens; check for holes and tears.
4. Clear debris from exterior vents and clean if needed.
5. Clear debris from gutters.
6. Inspect outdoor component of HVAC unit.
7. Check for cracks in sidewalks and parking lots.
8. Trim trees that are overgrown, threatening property line, or too close to the building.
9. Ensure all outdoor lighting fixtures are working correctly (adjust auto-on/off time if necessary).
10. Make arrangements to begin weekly external tasks (mowing and lawn care, gardening, etc.).

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Spring/Summer Internal Property Maintenance Checklist

Although the season’s toll may be felt more drastically by the building’s exterior, harsh weather can also have negative effects on your building’s interior, along with the acclamation of wear and tear from daily use. The changing of the seasons is also a great time for bi-annual tasks like checking safety devices and HVAC system functionality.

Procedure

1. Test fire and carbon monoxide detectors.
2. Ensure window and door locks are functional and windows open/close easily.
3. Inspect internal HVAC unit.
4. Replace the air filter in HVAC unit.
5. Check for pests in basement/attic.
6. Flush hot water heater.
7. Check pipes for damage from cold weather.

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Fall/Winter External Property Maintenance Checklist

As it starts to get colder and the woodland critters start to stockpile food for the long winter ahead, it’s also time for you and your maintenance team to prepare your facility for winter. Proactively doing a few simple tasks and inspecting the quality of your property will set you up nicely for an easy winter.

Procedure

1. Inspect chimneys, clear debris if necessary.
2. Clear gutters.
3. Inspect roof.
4. Check that stairs are level and railings secure.
5. Winterize irrigation lines, spigots, and external faucets.
6. Mark streets, driveways, and walking paths with flags for snowplows.
7. Ensure all outdoor lighting fixtures are working properly (adjust auto on/off time if necessary).
8. Make arrangements for regular snow removal and salting services if necessary.

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Fall/Winter Internal Property Maintenance Checklist

As we mentioned before, there are seasonal components to interior maintenance that must be addressed as well. Especially in winter, when the risk for freezing plumbing and drafty windows is always looming. Changing seasons is also a great time to conduct other miscellaneous bi-annual tasks that are non-weather-related as well.

Procedure

1. Ensure pipes are properly insulated to protect from freezing temperatures.
2. Check for water damage around pipes, water heater, under cabinets, and around windows.
3. Proactively prevent rodent infestation by patching holes and cracks in the floor/walls.
4. Check that seals around all windows and doors are intact and there are no drafts.
5. Check HVAC unit.
6. Change HVAC air filter and clean dust as needed.
7. Check gas lines are secure and functioning properly.

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Tenant Turnover Checklist for Rental Property Management

As a landlord, you likely won’t have 24/7 access to inspect your properties’ interiors. That’s why the transition period between tenants is such a crucial time for maintenance inspections. After a tenant moves out but before your new lesees move in, be sure to repair any damage to the property and take inventory of the quality of appliances and the overall condition of the unit.

Procedure

1. Re-caulk showers and tubs to prevent mold and leaks.
2. Tighten handles, knobs, faucets, etc.
3. Change locks if necessary.
4. Patch cracks and holes in drywall and ceilings.
5. Replace air filter in HVAC system.
6. Check smoke and carbon monoxide detectors.
7. Check that all outlets and switches are fully operational.
8. Check that all appliances are fully functional and have been well-maintained.
9. Check for mold in bathrooms. Basements, laundry rooms, kitchens, and near windows.
10. Clean carpets.
11. Flush water heater.
12. Ensure fire escapes are functional and up-to-code.
13. Deep clean rental property interior.
14. Note the condition of the property; take photos of each room and appliances.

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How to garner support for checklist usage amongst your team

Implementing a new checklist system might result in some pushback from your team, especially if they’re used to a different approach or routine—you know what they say about teaching an old dog new tricks. 

The best course of action to garner support for checklist usage is to show your team the value in this additional step. Using actual evidence to support your claim is important, like the fact that checklists boost productivity and reduce errors. Studies have also proven that giving any explanation for a request will increase compliance rates, regardless of the validity or relevance of the cause. 

If you’ve explained the countless benefits of checklists to your team and still have some sticklers hesitant to jump on board, don’t disappear. There are more tools for implementing change that you can rely on, such as establishing checklist champions and creating small checklists at first, and adding tasks gradually as your team adjusts.

Other checklists to check out

Checklists are kind of like ice cream—once you start, it’s hard to stop! If you find that implementing checklists in your facility operations has been beneficial for your team’s productivity, you might want to check out these additional checklists:

• Residential rental property maintenance checklist: ideal for property management teams and landlords that oversee rental properties with short-term tenants

• Building maintenance checklist: ideal for landlords, property managers, and maintenance technicians that look after a building as part of their responsibilities

• Facility management checklist: ideal for facility managers focused on improving operational efficiency in their organization

• Preventive maintenance checklists: ideal for facility leaders looking to decrease unnecessary maintenance tasks (and costs) with preventive maintenance

Track your preventive maintenance and inspections with property maintenance software

Improve satisfaction rates, track assets, and make data-driven decisions about your team and properties with FMX maintenance management software:

• Allow all of your tenants to submit work orders for maintenance issues to ensure your properties are in their best condition
• Improve tenant rental property satisfaction and increase occupancy levels for commercial property and real estate
• Add vendors as users and notify them when updates are made to their work orders
• Track labor rates for each member of your team to identify trends and make strategic changes
• Create asset checklists to ensure that every property inspection runs accurately and efficiently

Learn more about how property maintenance software can help your company optimize its maintenance operations.