Preventive maintenance checklist

Copy this list for each property and delete what doesn’t apply. Give every task a month and a person, and record each visit on the property so the next person can see what was done.

Every month

• Check HVAC filters, and change any that look dirty
• Ask tenants to test smoke and CO alarms, and to report any that chirp
• Walk common areas for leaks, lighting and trip hazards

Every three months

• Change HVAC filters at least every three months
• Look under sinks and around water heaters and toilets for slow leaks
• Check exterior lighting and door closers in common areas

Spring

• Cooling system check-up before the hot months
• Clean gutters and downspouts, and check they drain away from the building
• Inspect the roof and flashing after winter
• Check irrigation and outdoor faucets for leaks

Fall

• Heating system check-up before the cold months
• Clean gutters again after leaves drop
• Disconnect hoses, shut off and drain outdoor faucets, and insulate exposed pipes
• Check weatherstripping on doors and windows

Once a year

• Replace batteries in alarms that use them
• Replace smoke alarms that are 10 years past their manufacture date
• Flush the water heater, or follow the manufacturer’s schedule
• Clean dryer vents and check the duct is not crushed or blocked
• Service fire extinguishers where you provide them

How to use it

1. Copy the checklist and delete the lines that don’t apply to each property. Preventive maintenance is defined in the glossary.
2. Put each task on a calendar with a month and the person who owns it.
3. Book the HVAC visits in spring and fall, before the busy season.
4. Record each visit on the property, so the next person can see what was done and when. Skipped visits turn into deferred maintenance.

The guide behind it

A preventive maintenance plan