Establishing a Repair and Maintenance Process

Contributing Writer, B2R Finance | Renters

Establishing a firm set of policies and procedures related to repair and maintenance is a great addition to your buy-to-rent property resource library. In addition to providing a process for tenants to report maintenance problems, these procedures should include a process for you to track frequent requests made by tenants. Through this history of requests, you can establish certain trends and potentially ways to avoid them in the future.

The following steps should be part of your repair and maintenance process:

  • Clearly set out the responsibilities for both you and your tenant for repair and maintenance in your lease or rental agreement.
  • Remind tenants through seasonal communication of your policies and procedures to keep your home in good repair.
  • At least once a year, inspect all rental units and keep copies of the completed checklist in your file.
  • Don’t assume your tenants know how to handle routine maintenance problems, such as changing light bulbs, blown-out fuses, or unclogging a sink drain.
  • Make it a point to explain the basics when the tenant moves into the house. Include a brief list of maintenance “dos and don’ts” as part of your move-in materials.
  • Encourage tenants to immediately report plumbing, heating, weatherproofing, safety or security problems.
  • Handle rental home repairs as soon as possible and keep your tenant informed.
  • Keep a file for each rental house with copies of all complaints and repair requests from your tenants, as well as your follow up communication.

A good repair and maintenance process allows you to prevent potential large issues by identifying and fixing problems early. Maintaining effective communication with your tenants will promote a strong landlord relationship, keep your rental houses in good shape and reduce potential legal liability. Visit us at and follow us on Twitter @B2RFinance.

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