Property maintenance services list: The complete guide

Routine maintenance of your multifamily property is essential for preserving its value and ensuring tenant satisfaction. Multifamily property maintenance comes with a host of responsibilities, from the routine cleaning of communal areas to the safety-critical testing of fire alarms. This can make it challenging to keep track of all the tasks and ensure they are performed at the right time.

To streamline your property management efforts, we have created a comprehensive list of maintenance tasks. These tasks will help you maintain property standards, prevent costly repairs, and ensure a safe, welcoming environment for tenants.

List of property maintenance services – Year-round tasks

Maintenance is an essential component of multifamily property management. At every point in the year, there are specific tasks that need to be performed to keep your property in excellent condition and your tenants safe and happy.

To make keeping on top of maintenance easier, we have created the ultimate property maintenance services list:

Inspect HVAC systems

The heating, ventilation, and air conditioning (HVAC) systems in your multifamily property are essential for providing tenants with a comfortable and safe living environment. It’s recommended to inspect the heating system in fall and the cooling system in spring so that they are ready for the upcoming seasons where they will be most used.

Inspecting HVAC systems involves a wide range of tasks, including checking the thermostat settings, electrical connections, and system controls. These checks are designed to make sure that the system is operating efficiently and safely, as well as to prolong the system’s life and prevent expensive repairs or replacements.

Clean plumbing systems

In multifamily properties, the plumbing systems face increased demand due to a higher number of residents, which accelerates wear and tear on pipes, drains, and fixtures. The added complexity of the plumbing systems means that issues in one part of the system can affect multiple units. Plumbing issues can also be subtle and go unnoticed until they escalate into significant, costly repairs.

To prevent these risks, it’s vital to conduct regular maintenance of the plumbing systems. These include searching for leaks, clearing drains, and examining pipes for any signs of deterioration. These checks help prevent blockages and leaks that can lead to water damage and costly repairs. It also ensures that the water quality remains aligned with strict regulations to provide a safe environment for tenants.

Maintain electrical systems

Maintaining electrical systems is critical for the safety of your tenants in your multifamily property. Faulty wires or overloaded circuits can quickly lead to fires, which can have devastating consequences for your tenants and your property. Well-maintained electrical systems also operate more efficiently, which can lead to lower energy costs for you and your tenants.

Electrical system maintenance checks include inspecting wiring, outlets, and circuit breakers for signs of wear or damage. These checks are usually performed annually, although you may need to perform these checks more frequently depending on the age of your system and number of tenants in your property. These checks should be performed by qualified electricians who can identify potential issues and ensure the system meets all local codes and safety standards

Clean and inspect appliances

Common appliances in multifamily property units typically include refrigerators, ovens and stoves, dishwashers, garbage disposals, microwaves, washers, and dryers. The maintenance and cleaning of these appliances is crucial for prolonging their lifespan, ensuring they operate efficiently, and maintaining safety standards.

The inspection and cleaning tasks will depend on the specific appliances in your units, but usually include checking for proper operation, cleaning filters, and servicing parts as needed. These tasks are essential for preventing common issues like overheating and leaks. It is typical to perform thorough inspections and cleaning on an annual basis. Dryer vents and refrigerator coils may require semi-annual maintenance to ensure optimal performance.

Look at air filters

Regular checking of air filters in HVAC systems is essential for maintaining optimal air quality for tenant health and comfort. Dirty air filters also restrict airflow, forcing HVAC systems to work harder. This increases energy consumption and costs, as well as compromises the longevity of the HVAC system.

You need to inspect the air filters every one to three months. Reusable air filters can be removed and then vacuumed or brushed to remove any dust build-up, while disposable air filters will need to be replaced.

Inspect windows and doors

Window and door inspections are important for maintaining energy efficiency and tenant comfort in your multifamily property. These checks are also important for safety as any damaged locks or frames can make the unit vulnerable to intrusion. Spring or fall are ideal times for these inspections to prepare the property for the upcoming extreme weather seasons of summer and winter.

Window and door inspections include checking the seals and weatherstripping for wear and tear or gaps that can allow air leaks and water to come in. Locks, handles, and hardware must be checked for rust, corrosion, or damage that could impair functionality or security. Window and door frames must be assessed for signs of damage, rot, or warping. You can also check glass panes for signs of cracks or failures in double-glazing.

Check roofing

Poor weather conditions, build-up of debris, and natural wear and tear can all impact the integrity of your multifamily property’s roofing. Any weak spots in your roof can lead to interior or structural damage from water intrusion. A dirty or damaged roof can also impact the external aesthetic of your property, which can deter prospective tenants.

Roof checks are recommended to be performed annually, ideally during the spring or fall to inspect for any damages from summer heat or winter snow. This task includes checking shingles, gutters, and flashing for signs of damage, structural issues, and algae or moss growth. While basic inspections can be done by visually assessing the roof, hiring a professional roofing contractor for a thorough inspection is recommended.

Double-check smoke alarms

Functional smoke alarms are essential to protect tenants in an emergency. The National Fire Protection Association (NFPA) recommends that smoke alarms be tested at least once a month and that batteries be replaced regularly. The smoke alarm units should also be replaced every 10 years as the sensors can degrade over time.

Smoke alarms are often interconnected in modern multifamily properties, meaning when one alarm sounds, all alarms should sound. It is important to test this feature to ensure all units receive the signal to evacuate. Make sure to inform your tenants of the date and time of your smoke alarm tests so that they are aware.

Check gutters

Blocked gutters can cause numerous issues in your multifamily property. Clogged gutters cause water to infiltrate into the roof and walls, resulting in rot, mold, and structural damage. The pooled water can also turn into ice dams during the colder months, which can damage the gutter and roof. Over time, the extra weight of debris and standing water can cause gutters to pull away from the building, posing a safety risk to tenants.

Gutter checks include assessing for signs of blockage, damage, or sagging. Gutters should be checked and cleaned at least twice a year, typically in the spring and fall. Properties in areas with heavy tree coverage may require more frequent cleaning to prevent clogs.

Flooring and carpet care

Regular care of your flooring and carpets is essential for maintaining tenant satisfaction and preventing wear and tear. It’s especially important to keep carpets clean as these can trap allergens, dust, and odors, which can impact air quality and tenant health.

Flooring maintenance involves sweeping and mopping every week. You may need to repolish or reseal the flooring on an annual basis, depending on the type of material.

Carpets in high-traffic areas will need to be vacuumed daily, while carpets in tenant units can be vacuumed weekly. All carpets will require a professional deep cleaning once a year, or more frequently if you have pet-friendly units.

Outdoor equipment maintenance

Common outdoor equipment in multifamily properties includes playground equipment, swimming pools, fitness stations, landscaping tools, outdoor lighting, benches, and walkways. Maintaining these elements is crucial for functionality and the property’s appearance.

Outdoor equipment maintenance will depend on the specific equipment, but generally includes regular inspections, cleaning, and repairs as needed. You can perform monthly inspections to ensure that everything is operating correctly and enhancing the tenant experience in your multifamily property.

Inspect water leaks

Water leaks can occur in your plumbing fixtures, appliances, hidden pipes, roofing, and foundation. Leaking water can impact your multifamily property in various ways, from causing structural damage to increasing your utility bills to disrupting your tenants.

The signs of water leaks include visible pools of water, mold growth, decreased water pressure, water stains, musty odors, and warping floors or walls. You should check for these signs every three months and call a professional plumber to perform any necessary repairs.

Outdoor safety inspection

An outdoor safety inspection on a multifamily property involves assessing various elements of the exterior environment to identify potential hazards and ensure compliance with safety regulations. This inspection can focus on walkways, stairways, lighting, parking areas, landscaping, and outdoor recreational areas.

Outdoor safety inspections should be performed every quarter. Inspections should also be conducted following severe weather events, construction activities, or other significant changes that may impact outdoor safety conditions.

Alarm and extinguisher testing

Testing fire alarms and inspecting fire extinguishers ensure they are operational in case of an emergency. This maintenance task is vital for tenant safety and regulatory compliance.

Fire alarm and extinguisher testing must be done annually, although some states may require more frequent tests. Fire alarm testing involves a comprehensive evaluation of all components of the alarm system, including smoke detectors, heat detectors, alarm bells or sirens, and control panels. Fire extinguisher testing involves a thorough examination of each extinguisher to verify pressure levels, inspect hoses, nozzles, and seals, and ensure proper labeling and accessibility.

Pest control contracts

From bedbugs to rodents to flies, a pest infestation can cause serious disruption and health hazards in your multifamily property. Having a pest control contract with a professional company is essential for preventative maintenance and compliance with regulations.

A pest control contract will include regular inspections for signs of pest activity and potential entry points. These inspections typically occur on a quarterly basis, although some properties may require more frequent inspections depending on the level of pest activity and local regulations. Certain pests may be more prevalent during specific seasons, so it’s important to adjust the frequency of pest control treatments accordingly.

Property management maintenance mini checklists by season

Organizing maintenance tasks by season is crucial for multifamily properties. These seasonal checklists allow you to prioritize tasks effectively, optimize budget planning, and address weather-related challenges. This ensures that your property is functional, safe, and satisfying for tenants all year round.

Here are mini checklists for maintaining multifamily properties throughout the year:

Spring

• Inspect HVAC systems, focusing specifically on cooling systems to prepare for summer.
• Check plumbing systems for signs of deterioration, leaks, or blockages.
• Assess air filters for dust and debris build-up.
• Inspect windows and doors for drafts, cracks, or structural damages.
• Inspect roof for any damage, especially from snow or ice.
• Perform a monthly smoke alarm test.
• Check gutters and downspouts for any blockages or damages.
• Clean communal floors and carpets weekly.
• Perform a monthly inspection of outdoor areas and equipment for safety hazards and functionality.
• Routine checks for signs of water leaks.
• Routine pest control inspection.

Summer

• Perform electrical system maintenance tasks.
• Clean and inspect appliances, with a specific focus on dryer vents and refrigerator coils.
• Assess air filters for dust and debris build-up.
• Perform a monthly smoke alarm test.
• Check gutters and downspouts for any blockages or damages.
• Clean communal floors and carpets weekly.
• Perform a deep cleaning on carpets.
• Repolish or reseal flooring, if needed.
• Perform a monthly inspection of outdoor areas and equipment for safety hazards and functionality.
• Routine checks for signs of water leaks.
• Routine pest control inspection, focusing specifically on pest infestations that can escalate with warmer weather.

Fall

• Assess HVAC systems, focusing specifically on heating systems to prepare for winter.
• Check plumbing systems for signs of deterioration, leaks, or blockages.
• Assess air filters for dust and debris build-up.
• Inspect windows and doors for drafts, cracks, or structural damages.
• Inspect roof for any damage.
• Clean gutters and downspouts to prevent plant debris build-up and water damage.
• Perform a monthly smoke alarm test.
• Clean communal floors and carpets weekly.
• Perform a monthly inspection of outdoor areas and equipment for safety hazards and functionality.
• Routine checks for signs of water leaks.
• Routine pest control inspection.

Winter

• Clean and inspect appliances, with a specific focus on dryer vents and refrigerator coils.
• Assess air filters for dust and debris build-up.
• Check the roof for obvious damages.
• Perform a monthly smoke alarm test.
• Check gutters and downspouts for any blockages, damages, or ice dams.
• Clean communal floors and carpets weekly.
• Perform a monthly inspection of outdoor areas and equipment for safety hazards and functionality.
• Routine checks for signs of water leaks.
• Check that fire alarms and fire extinguishers are functional and according to regulations.
• Routine pest control inspection.

Property maintenance for safety

Ensuring the safety of tenants and the property should be top of your property maintenance services list. Neglecting essential maintenance tasks, like electrical checks or fire alarm testing, can have severe consequences for the health and safety of your tenants. This makes it essential to ensure routine tasks are completed and there are systems in place to handle emergencies.

Setting up emergency plans

You need to have systems in place to deal with emergency maintenance issues. Whether it’s a burst pipe, a gas leak, or a fire, you need to understand every potential hazard and have an established plan in place. These plans should include evacuation routes, emergency contact information, and procedures for reporting emergencies.

Planning a regular safety maintenance schedule

Establishing a regular safety maintenance schedule helps prevent accidents and ensures emergency systems are operational. This includes testing smoke alarms, inspecting fire extinguishers, checking emergency lighting, and ensuring evacuation routes are clear. Regular safety maintenance is vital for protecting tenants and complying with local safety regulations.

Outsourcing property maintenance services to outside vendors

As you can see, there is a lot to do when it comes to maintaining a multifamily property effectively. This can feel overwhelming, especially when trying to balance your numerous other property management responsibilities.

One solution is to hire professional property maintenance services providers. This outsourced team will offer a range of services to ensure that your property is safe, functional, and appealing to current and potential tenants. These services can include routine cleaning, landscaping, HVAC maintenance, electrical and plumbing repairs, pest control, and more.

What are the benefits of property maintenance services?

Outsourced property maintenance services offer numerous benefits for your commercial or residential multifamily property. As experts in property maintenance, these providers will ensure that all tasks are performed efficiently and effectively. With a dedicated maintenance team, your seasonal maintenance checklists will be completed while you can focus on your other important property management tasks.

They offer a cost-effective solution to property upkeep, potentially saving significant amounts on long-term repair costs and utility bills through regular maintenance and efficient system operations. These providers will also ensure properties comply with local codes and regulations, providing you with peace of mind.

Improve your efficiency with property management maintenance software

Keep on top of your maintenance tasks with multifamily property management software. Our software will help you schedule and track maintenance tasks, manage vendor contracts, and communicate with tenants about upcoming maintenance. Designed for landlords and property managers, our platform’s features will streamline your maintenance operations all year round.

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