Preventative Maintenance Ideas for Management Firms and Property Owners

After a tenant signs a lease and moves in, do you provide maintenance on an as-need basis or do you have any preventative measures in place?  Practicing preventative maintenance when managing a property can help property owners, managers and even tenants avoid unnecessary expenses.

What are the most important preventive maintenance measures?  For starters, when a tenant first moves into an apartment, the unit should be in a “move-in ready” condition based on industry’s standards.  Upon signing a lease agreement, most tenants do a walk-through of the apartment to identify any issues and report them to management so that subsequent repairs can be made.  These components are essential when dealing when preventing maintenance issues, but what more can a property manager do?

Here are top suggestions that will help you partner with your tenants to keep costs down and anticipate serious maintenance issues.

  • Security Deposit:  This sounds like a dreaded topic, but in truth, it’s far from it.  The security deposit protects the owner’s investment and helps safeguard the tenant’s compliance.   Setting the right dollar amount is an imperative preventive measure that can help keep your costs down plus motivate your tenants to assist with caring for your property.


  • Watchful eyes:  Helping tenants identify and report maintenance issues is critical with preventing maintenance issues.  Provide tenants with a copy of an apartment maintenance overview which details how they should maintain their unit.  Be sure and highlight certain problems to watch out for especially remind them which issues require a maintenance call.


  • Utilities’ cost savings:  Providing your tenants with cost saving tips to save on electricity or water can be a way to help quell expensive repairs with (HVAC) AC/heaters, plumbing and other appliances.  For example, for AC/heaters, recommending changing air filters regularly and watching for proper ventilation can save the tenant money and alleviate a potential problem.


  • Cleanliness:  Written and verbal cleaning guidelines or sanitary expectations are essential when wanting to prevent serious maintenance issues like bug infestation.   Offering your tenants discounts on a local or in-house cleaning service can be a simple way to ensure cooperation.


  • Schedule bi-annual maintenance checks.  Some property owners schedule brief maintenance checks in order to arrange proper upkeep.  This helps both parties monitor potential problems and make quick or necessary repairs.

Creating preventative measures and instilling expectations with your tenants is your first step towards preventative maintenance.  Following these suggestions can help you reduce maintenance costs for you and your tenants.  For more information on some of the checklists, outlined above, please sign
up for our Occupancy Heroes newsletters. Or, if you’re in need of additional support with your maintenance projects, visit our Maintenance Heroes
section of our website.

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