Keeping your property in top shape is no easy feat. Managing contractors, keeping tabs on maintenance and repairs, responding to tenants, and complying with local regulations take a ton of time and effort.
The best way to simplify the process? A property management preventive maintenance checklist.
In this guide, we share a free checklist that will help you maintain your property. We also dive deeper into the best way to implement this checklist.
Key takeaways
- A property management maintenance checklist helps organize maintenance tasks and minimize errors.
- We have a basic template for you below, but you’ll need to tweak it—your maintenance checklist should reflect your property’s needs.
- For greater efficiency, use a CMMS instead of spreadsheets to create your checklist and manage maintenance tasks.
- Keep detailed maintenance records and review emergency repairs regularly to optimize your checklist and prevent issues from repeating.
How to use this checklist
Here’s a quick overview of how to use this property management preventive maintenance checklist:
Customize your checklist
The tasks included in the template are generic. Your standard operating procedures (SOPs) likely look different, so the first step is to tweak the checklist based on your SOPs and maintenance needs.
For example, if you manage a coastal apartment building, you’ll want to add corrosion checks for outdoor HVAC units. If you manage a commercial complex, you’ll need to include elevator maintenance and fire suppression testing.
Implement and monitor tasks
The next step is to put your checklist into action. Decide which technician or vendor each task should be assigned to and set deadlines. Monitor task completion rates and keep note of recurring issues so you can make improvements to your SOP or checklist.
Use a CMMS
A computerized maintenance management system (CMMS) simplifies your entire maintenance operation. Instead of manually maintaining data on a spreadsheet, a CMMS makes data centrally accessible to everyone on your team through a mobile app. It also helps you build and execute preventive maintenance schedules and track completion rates.
What to include in a property management preventive maintenance checklist
Here are some of the main areas your rental property maintenance checklist should cover:
Building exterior
Your property’s exterior sets the tone for every guest’s experience. Make sure it looks tidy and well cared for. Here are examples of maintenance tasks to perform on a building’s exterior:
Interior common areas
Clean and well-maintained common areas are a sign of professionalism and care. Here are things you should do regularly to keep interiors well-maintained:
Mechanical systems (HVAC, plumbing, electrical)
Routine maintenance for mechanical systems helps keep utilities running, which keeps your tenants happy. Here are examples of maintenance tasks for mechanical systems:
Safety and security devices
Maintaining safety systems keeps your tenants secure and protects you from potential legal liabilities. Examples of safety and security-related property maintenance tasks include:
Grounds and landscaping
Curb appeal is a major attraction for tenants. To make sure your property looks attractive and well-groomed from outside:
Preventive maintenance tasks by frequency
Each maintenance task has an ideal frequency that depends on your property’s type, size, and various other factors. With that caveat, here’s a general breakdown of common property maintenance tasks by frequency.
Monthly maintenance checklist
Quarterly maintenance checklist
Annual maintenance checklist
Seasonal property maintenance checklists
Some systems, areas, and equipment incur greater wear during different periods of the year, so it’s helpful to schedule certain tasks seasonally.
Spring maintenance tasks
During the spring, invest time in repairing what winter broke and get ready for warmer weather. Here’s a starting point for your spring maintenance checklist:
Summer maintenance tasks
As days get hotter, focus on cooling systems, outdoor upkeep, and preventive care. Here are examples of summer maintenance tasks:
Fall maintenance tasks
In the fall, aim to prevent cold-weather damage and prepare heating systems for increased use. Here’s what a fall maintenance checklist may look like:
Winter maintenance tasks
Winter is about protection; keep heat in, hazards out, and your tenants safe. Here’s how you can do that:
How to organize and track maintenance tasks
There are two ways to organize and track maintenance tasks. You can manually input data into a spreadsheet and update it regularly. Or you can save time and improve consistency using a CMMS to streamline and automate maintenance management.
Using a CMMS for property management preventive maintenance
A CMMS is built specifically to plan and execute maintenance programs.
Let’s look at how a CMMS helps organize and track maintenance tasks.
Everything starts with your checklist. Step one is to insert your maintenance schedule’s details—based on your checklist—into the CMMS. Then, set triggers and frequency, assign tasks to a technician or contractor, and add instructions and other details to each task.
From here, the CMMS alerts technicians, managers, or contractors when maintenance tasks are assigned or coming up. It also tracks the progress of your action items so you can view how your maintenance workflow is moving along in real time.
Manual tracking methods
Picture building a checklist in a spreadsheet, manually checking off each task based on updates from your team or contractors, and creating an audit trail for compliance.
Managing maintenance with a spreadsheet is time-consuming for you and your team, not to mention error-prone. Without a centralized record of what needs to be done, it’s easy for work to get duplicated or missed.
CMMS: The modern method of managing maintenance
Modern maintenance teams rely on a CMMS to stay organized and efficient. The real challenge is finding a solution that fits your specific needs. In a crowded market, it helps to look at how other organizations are using these tools successfully.
Learn how real property managers streamline and improve efficiency with MaintainX by visiting our property maintenance page.
Property Management Maintenance Checklists FAQs
What is the difference between preventive, predictive, and reactive maintenance?
Preventive maintenance is scheduled maintenance work done regularly to avoid equipment failures. Predictive maintenance uses data and sensors to anticipate issues before they occur. There’s no predefined schedule, and you only fix what the data indicates is likely to break. Reactive maintenance happens after something breaks, and typically involves unplanned, costly repairs.
How often should each component (HVAC, plumbing, electrical, exterior) be inspected or serviced?
The frequency depends on the component’s age, current condition, operational environment, and various other factors, but here’s a general guideline:
- HVAC: Monthly inspections and half-yearly services (before summer and winter).
- Plumbing: Quarterly checks for leaks, corrosion, and water pressure issues.
- Electrical: Quarterly inspections for panels, outlets, and lighting; schedule professional inspections annually.
- Exterior: Monthly visual checks and a full inspection every spring and fall to assess seasonal wear and tear.
What tools or software can help organize and track preventive maintenance?
A CMMS is the best tool for organizing and tracking preventive property maintenance. It lets you schedule tasks, assign work orders, log maintenance history, and set reminders for maintenance tasks.
How do you set up a preventive maintenance schedule for seasonal vs. annual tasks?
Start by listing all maintenance tasks, then group them by frequency and season. Seasonal tasks are aligned with weather changes. For example, HVAC servicing is ideal right before summer and winter. On the other hand, annual tasks cover deeper inspections and repairs.
How should you handle emergency repairs in relation to preventive maintenance?
Emergency repairs should be logged immediately, but they don’t replace preventive maintenance. After addressing the emergency, review why it happened and adjust your preventative maintenance plan to prevent recurrence. The goal here is to reduce the number of emergencies over time through proactive care.
What documentation or record-keeping practices should property managers follow?
Property managers should document every inspection, service, and repair in a centralized system. Records should include the date, work performed, parts replaced, technician details, and maintenance cost. Keeping organized digital records helps with warranty claims, budgeting, compliance, and trend analysis for future maintenance planning.
The MaintainX team is made up of maintenance and manufacturing experts. They’re here to share industry knowledge, explain product features, and help workers get more done with MaintainX!
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