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Annual maintenance checklist

1. Exterior Inspection and Upkeep

Conduct a thorough inspection of the building's exterior, looking for signs of wear and tear, including cracks, peeling paint, and moisture damage.

Clean gutters and downspouts to ensure proper drainage and prevent water damage.

Inspect the roof for missing shingles, leaks, or other damage; schedule repairs as needed.

Review and maintain landscaping, including mowing, mulching, and seasonal planting; ensure irrigation systems are functioning.

Check the condition of fences and gates; repair or replace any damaged sections.

Inspect all outdoor lighting fixtures for functionality and replace bulbs or fixtures as necessary.

Assess pavement and walkways for cracks or damage; schedule repairs or seal coating as needed.

2. Interior Systems Maintenance

Test and replace batteries in smoke detectors and carbon monoxide alarms; ensure all devices are functioning.

Schedule professional HVAC servicing, including duct cleaning and filter replacement; check for any signs of leaks or inefficiencies.

Inspect plumbing throughout the property for leaks, corrosion, or other issues; schedule repairs as needed.

Review and maintain the water heater, ensuring it is functioning efficiently and scheduling any necessary maintenance or replacement.

Check for drafts around windows and doors; replace weather stripping or caulking as needed to improve energy efficiency.

Inspect and clean all ceiling fans, exhaust fans, and air vents for dust and debris.

3. Safety and Compliance Checks

Review and update emergency exit plans, ensuring they are posted in visible locations.

Conduct a thorough inspection of fire extinguishers; ensure they are charged, accessible, and within inspection dates.

Verify compliance with local building codes, including accessibility requirements; address any violations.

Review and test security systems, including cameras and alarms; replace batteries and update software as necessary.

Schedule pest control inspections to identify and address any potential infestations; maintain a pest control log.

4. Appliance and Fixture Maintenance

Inspect kitchen appliances for functionality, including refrigerators, dishwashers, and ovens; schedule servicing if any issues are found.

Check laundry appliances (washers and dryers) for wear and service as needed; clean lint traps and vents.

Evaluate faucets and showerheads for leaks or mineral buildup; replace worn parts or fixtures as necessary.

Test all light fixtures for functionality; replace bulbs and check wiring for any signs of wear.

Review and maintain any additional built-in appliances, such as microwaves or garbage disposals.

5. Financial and Inventory Review

Review the annual maintenance budget, compare it to actual expenses, and adjust for the next year.

Assess the cost-effectiveness of current service providers and consider bidding out contracts if necessary.

Evaluate the need for major repairs or replacements (e.g., roofs, boilers, etc.) and create a long-term financial plan for these items.

Conduct an inventory of maintenance supplies and equipment; reorder as necessary to ensure readiness for future maintenance needs.

6. Tenant Engagement and Communication

Communicate with tenants regarding upcoming maintenance schedules and what to expect during inspections.

Solicit tenant feedback on property conditions, safety concerns, or improvement suggestions; document and address as needed.

Provide tenants with updates on completed maintenance tasks and any changes that may affect their living conditions.

Schedule tenant meetings to discuss community improvements or concerns; foster a collaborative environment for feedback.

7. Documentation and Record-Keeping

Maintain detailed logs of all maintenance performed throughout the year, including dates, costs, and responsible parties.

Create a comprehensive report for property owners summarizing maintenance activities, findings, and any recommended actions.

Archive all past maintenance records for compliance purposes, ensuring they are easily accessible for future reference.

Review and update maintenance checklists and schedules for the upcoming year based on findings from the current year's inspections.

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