When you are a landlord or a property manager, the onus is on you to ensure that regular repairs and maintenance are conducted on the properties that you own and oversee.  

If you don’t, it can have repercussions for your income and your credibility. To effectively conduct the necessary repairs and maintenance, you need to make thorough plans and create a budget to undertake these efforts.

Planning for rental repairs and maintenance

Repairs and maintenance keep the properties under your care in tip-top condition all year round. All maintenance and repairs can’t be done at one time, there will be different times of the year when you will need to attend to different parts of the property. This is due to seasonal changes and specific conditions in your area. The best way to tackle your maintenance and repairs is to create a checklist of what you need to do and make note of when they need to be completed. 

Tools that will aid rental property maintenance and repairs

Property maintenance is costly; without a budget, you are expected to fork out way more than you initially anticipated. However, you don’t always have to get brand-new items to use on the repairs. The key here is knowing what is suitable to use second-hand and what isn’t. 

Items that can be used secondhand

These include items that can be repurposed into something better. It also extends to items that have no shelf-life and are in great condition. Basically, it won’t cause any harm to anyone who uses these items appropriately. 

Storage items

This covers items like sheds, boxes, and chests, basically anything that can be used for storing tools and replacement pieces for maintenance purposes. These storage pieces can be kept on the rental property itself, or it can be transported to and from with the landlord when needed. 

Tools

This includes power tools or hand tools like hammers, pool cleaners, wrenches, screwdrivers, etc. These can all be bought second-hand, but the responsibility falls to you as the landlord to make sure that these tools are in working order and not faulty in any way.

Garden Gear

This encompasses items you would need for minor landscaping efforts, such as shears, lawnmowers, rakes, raised garden beds, rainwater storage, and other garden tools.

Second-hand items to avoid

There are some items that you might want to give a miss because they can end up being harmful and pose a health risk to the tenants or the property.

• HVAC equipment: When you are replacing or cleaning out items for this, you want to make sure that you are using accredited equipment that is safe to install and maintains quality conditions. 

• Chemicals: If you are using chemicals like pool cleaners and pesticides for cleaning, you need to ensure that they are safe for humans so that you don’t end up compromising the safety of the tenants. 

• Safety Gear: Repairs run the risk of minor injuries and irritation occurring, so you will need items like a first-aid kit or safety equipment that you use when cleaning. Make sure that you purchase these first-hand for hygiene purposes. 

Where to look for second-hand items

You need quality assurance when you are buying second-hand items. This is why it is important for you to trust the source of your purchases. You can always look at social media marketplaces, or you can use platforms like eBay or Poshwatch, which have extensive category lists that include home-related items that can help you with repair and maintenance efforts.  

Some of the maintenance that needs to be done

Regular upkeep:

These are aspects of the properties that you need to look out for regularly, as often as on a monthly basis.

• Check HVAC filters regularly and ensure that airflow and quality are maintained.
• Test smoke alarms and carbon monoxide detectors and change the batteries to prevent unfortunate incidents in the future. 

Seasonal upkeep

These are areas of the home that need to be attended to at the turn of each season.

• Spring is the turn of the season, so it is time to refresh the home and get rid of the remnants of winter. You can use this season to inspect roof gutters, clean vents, trim any shrubbery, and inspect the maintenance equipment that will be used up until fall. 
• Summer is the season for fresh food like lobster and also the season for upkeeping certain maintenance tasks that can be performed during this season. Summer will be the best time to refresh the paint, check for siding damage, and take care of exterior upkeep.
• The annual chills start rolling around in fall, so this time, you want to clean out the gutters again, seal up any air leaks, and freshen up your furnace filters. 
• For winter, the key is to keep the cold out and make sure your pathways are ice-free. You want to remove ice, clean out the chimney, and seal the windows and doors.

Upkeep as needed

These are wear and tear repairs that need to be attended to as they start to act up. Keeping in line with this, emergency repairs are those that pose a risk of danger to tenants and the property itself. This includes gas leaks, burst pipes, or fallen trees that damage the property. 

Renovations and upgrades

Periodic changes that help with the upkeep of the property and may impact its value in a positive manner. These can be done whenever the landlord deems it necessary. 

Creating a Budget for Maintenance

The cost of maintenance and repairs varies depending on what needs to be attended to. There are several factors that you need to take into consideration, such as the locations, the amount of work needed to be done, the materials you will need, and whether you need to hire a professional for the job. 

Speaking of professionals, it is imperative that you ensure the longevity and safety of your property, and in some instances, like when you are working with electrical or plumbing aspects of the property, you will want to enlist the aid of a professional. Consider professionals when you need to work on tree removals, HVAC repairs, roofing issues, pest control, and gas work. 

At the end of the day, you, as the landlord, need to set aside funds to attend to these repairs. It is your legal obligation to keep the property safe and liveable during their stay. 

There are many ways you can set aside funds, through the 1% rule, 50% rule, and square footage rule. These work as a guideline and should not be used as a hard and fast rule, as unexpected events occur during the course of the year. 

• The 1% rule is where you set aside 1% of the rental cost per annum for maintenance expenses needed throughout the year. 
• The 50% rule, on the other hand, is when 50% of the rental income is used for maintenance, taxes, insurance, and other related costs. 
• The square footage rule is where you set aside $1 per square foot to be used for annual maintenance expenses. 

Conclusion

Property management has a lot of facets to it, one of which is ensuring that repairs and maintenance are conducted timeously. Landlords can ensure that they are adequately prepared by creating a budget and following a thorough checklist of all the maintenance items they need to follow up on. Setting aside a budget for repairs and maintenance can be mitigated by utilizing second-hand finds for certain uses. However, it must be reviewed on an individual basis. 

For the best way to manage your repairs and maintenance, check out property management software like RentRedi.com to manage your properties from anywhere.