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Home > Property Management > Maintenance

Maintenance

1. Routine Maintenance

Inspect HVAC systems for performance and cleanliness.

Change air filters as required.

Check smoke detectors and replace batteries if necessary.

Test and inspect plumbing fixtures for leaks.

Examine electrical systems for safety and functionality.

2. Seasonal Maintenance

Inspect roofing for damage or wear, especially after storms.

Clean gutters and downspouts to ensure proper drainage.

Service heating systems before winter.

Prepare cooling systems for summer usage.

Winterize outdoor plumbing and irrigation systems.

3. Emergency Maintenance

Establish a list of emergency contacts and service providers.

Create a system for reporting and tracking urgent maintenance requests.

Conduct regular drills for emergency response procedures.

Ensure emergency exits and pathways are clear and accessible.

Maintain an inventory of emergency supplies (e.g., flashlights, batteries).

4. Tenant Communication

Create a tenant maintenance request form (online and paper).

Schedule regular updates for tenants about maintenance schedules.

Provide clear guidelines for reporting maintenance issues.

Ensure timely responses to tenant requests and complaints.

Follow up with tenants after maintenance work is completed.

5. Documentation and Record Keeping

Maintain a log of all maintenance requests and completed work.

Keep records of inspections and maintenance schedules.

Document costs and invoices for all maintenance work.

Review and update maintenance policies as needed.

Analyze maintenance trends and issues for future improvements.

6. Vendor Management

Identify and vet reliable contractors and service providers.

Establish contracts and agreements with vendors.

Schedule regular performance evaluations of vendors.

Maintain communication with vendors regarding expectations and feedback.

Ensure compliance with safety and licensing regulations.

7. Budgeting and Planning

Assess and allocate budget for routine and emergency maintenance.

Plan for upcoming maintenance projects and capital expenditures.

Track maintenance expenses against the budget.

Adjust maintenance plans based on property needs and tenant feedback.

Review and revise the maintenance budget annually.

This checklist provides a comprehensive framework for property management organizations to effectively manage maintenance tasks and ensure the safety and satisfaction of tenants.

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