Rental Property Maintenance: The Complete Seasonal Checklist Every Landlord Needs

By PropsManager Team · Maintenance & Repairs · Sep 25, 2024

I learned the hard way what happens when you skip preventative maintenance. February 2019, I got a call at 11 PM — pipes burst in an unheated crawl space at one of my duplexes. The repair bill? $8,400. The insulation that would've prevented the whole mess? About $200 and a Saturday afternoon.

That single incident changed how I manage every property I own. Preventative maintenance isn't some optional nice-to-have. It's the difference between steady cash flow and financial hemorrhaging.

Here's the truth most new landlords don't want to hear: for every dollar you spend on preventative maintenance, you save somewhere between $4 and $10 on emergency repairs. The National Apartment Association estimates that well-maintained properties see 30% fewer emergency work orders and significantly lower tenant turnover. Those aren't abstract numbers — they're the difference between a profitable rental and one that bleeds money.

This checklist is what I use across all my properties. It's been refined over years of landlording, and I'm sharing every detail so you can steal it.

Why a Seasonal Maintenance Schedule Actually Matters

You might be thinking, "I'll just fix things when they break." That reactive approach is exactly how landlords end up underwater. Consider these real-world numbers:

The math speaks for itself. But there's another benefit people overlook: tenant retention. According to a 2023 survey by Buildium, the #1 reason tenants don't renew leases is poor maintenance responsiveness. Every time a unit turns over, you're looking at $2,500 to $5,000 in vacancy costs, cleaning, and marketing expenses. Keeping your property in good shape keeps good tenants in place. Period.

Spring Maintenance Checklist (March – May)

Spring is your reset button. Winter does a number on properties, and catching damage early prevents it from compounding through summer storms.

Roof and Gutter Inspection

Get up there — or hire someone to get up there — and look for cracked, missing, or curling shingles. Ice dams from winter can wreak havoc that's invisible from the ground. Clean out all gutters and downspouts. I've seen $6,000 foundation repair bills that started with a $3 clogged gutter. Make sure downspouts direct water at least 4 feet away from the foundation.

Cost: $150–$300 for professional inspection, or free if you do it yourself.

HVAC Servicing

Change all filters (you should be doing this quarterly anyway) and schedule a professional tune-up for the A/C system. A tech will check refrigerant levels, clean coils, inspect electrical connections, and test the thermostat. A properly maintained A/C unit lasts 15–20 years. A neglected one? You'll be lucky to get 10.

Cost: $80–$150 per unit for a tune-up. Filters run $5–$20 each.

Landscaping and Exterior

Trim any branches within 6 feet of the structure — they're highways for pests and can damage siding or roofing in storms. Check irrigation systems for leaks and broken sprinkler heads. Inspect the foundation for new cracks. Look at exterior faucets for freeze damage.

One thing I always do in spring: walk the entire property perimeter. Slowly. You'd be amazed what you spot when you're actually looking — settling near the foundation, a dryer vent that's come loose, a window screen that's been patched with duct tape.

Deck and Patio Check

If the property has a deck, check for soft spots, popped nails, and wobbly railings. A deck collapse isn't just expensive — it's a lawsuit waiting to happen. Power washing usually runs $100–$200 and makes the property look dramatically better for almost no money.

Smoke and CO Detector Testing

Yes, I have this listed in winter too. Test them every season. Batteries are cheap. Lawsuits and funerals aren't. Most states require working smoke detectors in every bedroom and on every level, plus CO detectors near sleeping areas if you have gas appliances.

Summer Maintenance Checklist (June – August)

Summer's your window for exterior projects. The weather cooperates, and you can tackle bigger jobs without worrying about freezing temperatures messing up paint or sealants.

Pest Control Inspection

Termites, carpenter ants, wasps, mice that found their way in during winter — summer is when pest activity peaks. I schedule a professional pest inspection annually, usually in June. A basic inspection runs $75–$150, and the exterminator can flag problems before they become infestations.

Termite damage alone costs U.S. property owners roughly $5 billion annually. That's billion with a B. Don't skip this one.

Exterior Paint and Siding

Walk the perimeter again. Look for peeling paint, rotting wood, gaps in siding, or caulk that's cracked and pulling away. Moisture gets behind compromised exterior surfaces and causes exponentially worse damage. Touch up paint where needed and replace any rotted trim.

Pro tip: Keep a gallon of the exterior paint color for each property stored in your garage. Touching up a few spots in summer takes 30 minutes and prevents a $3,000 full repaint two years from now.

Windows, Doors, and Weatherstripping

Check all window and door seals. Worn weatherstripping makes the A/C work overtime and drives up utility bills — which matters whether your tenant pays utilities or you do. A $15 roll of weatherstripping can save $100+ per year in energy costs.

Test all windows to make sure they open, close, and lock properly. This is a safety issue in addition to an efficiency one.

Driveway and Walkway Assessment

Check for cracks, heaving, or settling. Small concrete cracks can be patched for $20. Wait a year, and that crack becomes a trip hazard that costs $500 to fix — or a slip-and-fall claim that costs $50,000.

Appliance Check

Run each appliance. Check that the refrigerator seals are tight (use the dollar bill test — close a bill in the door and try to pull it out; if it slides easily, the seal needs replacing). Clean the dryer vent. A clogged dryer vent is one of the leading causes of house fires and is almost entirely preventable. Clean the garbage disposal with ice cubes and lemon. Check under sinks for any slow leaks.

Fall Maintenance Checklist (September – November)

Fall is all about winterization. Everything you do now prevents frozen pipes, furnace failures, and ice damage when it matters most.

Heating System Service

This is non-negotiable. Have your furnace or boiler professionally serviced every fall. The tech will check the heat exchanger for cracks (carbon monoxide risk), inspect the burner, clean the blower, test safety controls, and check the flue. A cracked heat exchanger is a genuine life-safety issue.

Cost: $100–$200 per unit. Money extraordinarily well spent.

Gutter Cleaning (Round Two)

After leaves have mostly fallen, clean all gutters again. Clogged gutters lead to ice dams, which lead to roof leaks, which lead to mold, which leads to a $5,000+ remediation bill and potentially an uninhabitable property. Clean gutters are the single cheapest form of property protection.

Chimney and Fireplace Inspection

If your property has a fireplace or wood stove, get it inspected and cleaned by a CSIA-certified chimney sweep. Creosote buildup causes chimney fires. An inspection runs around $100–$300, and a cleaning is usually $150–$400. Chimney fires cause an estimated $125 million in property damage per year in the U.S.

Exterior Caulking and Sealing

Go around every window, door frame, and any penetration through the exterior wall (dryer vents, electrical boxes, hose bibs). Re-caulk anything that's cracked or pulling away. A tube of exterior caulk costs $5. Water damage behind walls costs thousands.

Pipe Preparation

Disconnect and drain all exterior hoses. Shut off interior valves to exterior faucets if the property has them. Insulate any pipes in unheated spaces — crawl spaces, attics, garages, unfinished basements. Foam pipe insulation costs about $3 for a 6-foot piece. There's literally no excuse not to do this.

Winter Maintenance Checklist (December – February)

Winter is mostly about monitoring and responding quickly. Your big preventative work should already be done.

Snow and Ice Removal Plan

Clarify in your lease who handles snow removal. If it's the landlord's responsibility, have a reliable contractor lined up before the first storm. In many jurisdictions, landlords are liable for slip-and-fall injuries on walkways they're responsible for maintaining. Document your snow removal efforts — dates, times, photos.

Cost: $30–$75 per visit for residential snow removal, or $200–$500 for a seasonal contract depending on your area.

Pipe Monitoring During Cold Snaps

When temperatures drop below 20°F, check on your properties. Make sure thermostats are set to at least 55°F even in vacant units. If your tenant is traveling during a cold snap, remind them to keep the heat on. I've seen entire kitchens destroyed because a tenant turned off the heat while visiting family for Christmas.

Smart thermostats with low-temperature alerts are a $100 investment that can save you from five-figure repair bills. Seriously consider installing them in every unit.

Interior Moisture and Ventilation Check

Winter creates condensation issues. Check for moisture on windows, mold growth in bathrooms, and proper ventilation in kitchens. Make sure bathroom exhaust fans are working. If you notice mold issues, address them immediately — they only get worse, never better.

Smoke and CO Detector Battery Replacement

Replace all batteries, even if they test fine. Most manufacturers recommend annual replacement, and winter is the highest-risk period for both fires (space heaters) and carbon monoxide (sealed-up homes running furnaces). This takes 20 minutes and costs maybe $10 per unit. Just do it.

Emergency Contact List Verification

Make sure your tenants have your current emergency contact info and that your contractor list is up to date. Verify your plumber, electrician, and HVAC tech are still in business and responsive. The worst time to find out your go-to plumber retired is when a pipe bursts at 2 AM. If you need help organizing emergency repair protocols, have a system in place before winter hits.

The Monthly Maintenance Tasks You Can't Forget

Beyond seasonal work, there are recurring items that need attention every single month:

• HVAC filter check — Replace or clean as needed. Dirty filters reduce efficiency by up to 15%.
• Smoke/CO detector test — Push the test button. Takes 30 seconds per unit.
• Exterior walkthrough — A quick visual scan catches problems early.
• Common area cleaning — If you have shared spaces, this should be weekly, not monthly.
• Tenant communication — Touch base with tenants. Ask if anything needs attention. The tenants who feel heard are the tenants who renew.

How to Track and Manage Maintenance Efficiently

Here's where most landlords fall apart. They know what needs to be done. They even do most of it. But they don't track it, can't prove they did it, and miss items because they're juggling spreadsheets, sticky notes, and text messages.

I used to run maintenance off a legal pad and my phone's calendar. It was a disaster. Missed tasks, no documentation, no way to prove to insurance that I'd done my due diligence.

PropsManager changed that for me. The platform lets you schedule recurring maintenance tasks that auto-populate on your calendar each season. Tenants can submit maintenance requests directly through their portal, complete with photos, and you can assign them to contractors, track completion, and store records — all in one place.

The documentation angle alone is worth it. If a tenant ever claims you neglected maintenance, having timestamped records of every inspection, repair, and contractor visit is your best defense. If you're managing more than a couple of units, check out PropsManager's pricing — the time savings alone usually pay for the subscription within the first month.

Maintenance Budgeting: The 1% Rule and Beyond

A common rule of thumb is to budget 1% of the property's value annually for maintenance. So a $250,000 property should have $2,500 set aside each year. But here's the thing — that's a bare minimum for a newer property. For anything over 20 years old, I'd bump that to 1.5% or even 2%.

Some landlords prefer the per-unit approach: $500–$1,000 per unit per year for smaller, newer properties, and $1,500–$2,500 per unit for older ones. Either way, have the money set aside in a dedicated maintenance reserve account. Don't commingle it with your rental income — when a $4,000 furnace replacement hits in January, you'll be glad you have a separate fund ready.

The Inspection Schedule That Ties It All Together

Seasonal checklists only work if you actually show up. Here's what I schedule:

Give tenants proper notice before inspections — typically 24–48 hours depending on your state's laws. Document everything with photos, notes, and dates. This paper trail protects you legally and helps you track your property's condition year over year.

Explore More PropsManager Resources

Looking for the right property management software? Check out our in-depth guides:

• Compare Property Management Software — See how PropsManager stacks up against Buildium, AppFolio, Rent Manager, and Propertyware.
• Software for Small Landlords — Built for landlords managing 1–50 units without the enterprise price tag.
• AI-Powered Property Management — Discover how automation can save you 5–10 hours per week.
• Solutions for Property Managers — Scale from 50 to 500+ units without scaling your costs.

Frequently Asked Questions

How much should landlords budget for rental property maintenance each year?

The standard guideline is 1% of the property value annually. For a $300,000 property, that's $3,000 per year. However, older properties (20+ years) often need 1.5%–2%. Some landlords prefer budgeting $500–$1,500 per unit per year depending on age and condition. Whatever method you use, keep maintenance funds in a separate reserve account so you're never scrambling when a big expense hits.

What are the most commonly neglected maintenance tasks for rental properties?

Gutter cleaning, dryer vent clearing, and HVAC filter replacement top the list. These are cheap, unglamorous tasks that don't feel urgent — until they cause a flooded basement, a house fire, or a dead compressor. Caulking and weatherstripping are close behind. Landlords also frequently skip annual pest inspections, which can lead to termite damage that costs 50x more than the inspection would have.

Can I require tenants to handle some maintenance tasks?

Yes, within reason. Most leases include tenant responsibilities like changing light bulbs, replacing A/C filters (if you provide them), maintaining the yard, and keeping the unit clean. However, landlords remain responsible for structural maintenance, major systems (HVAC, plumbing, electrical), and anything related to habitability. Be explicit in your lease about who handles what, and put it in writing. Ambiguity always works against the landlord.

How do I handle maintenance requests from tenants efficiently?

The best approach is a centralized system where tenants submit requests in writing with descriptions and photos. This creates documentation, prevents miscommunication, and lets you prioritize. Property management platforms like PropsManager automate this with a tenant portal, contractor assignment, and status tracking. Avoid handling requests solely through phone calls or texts — verbal agreements and lost messages are common sources of disputes.

What's the difference between routine maintenance and capital improvements for tax purposes?

Routine maintenance — like fixing a leaky faucet, repainting, or replacing a broken window — is generally deductible as an operating expense in the year it occurs. Capital improvements — like a new roof, full HVAC replacement, or adding a deck — must be depreciated over their useful life (typically 27.5 years for residential property). The IRS uses a "betterment, adaptation, or restoration" test. Always consult your tax professional, but keeping detailed maintenance records makes this categorization much easier at tax time.

Protect Your Investment With Consistent Maintenance

Rental property maintenance isn't glamorous. Nobody gets into real estate because they love cleaning gutters or scheduling furnace tune-ups. But the landlords who build real wealth with rental properties are the ones who treat maintenance as a non-negotiable operating expense, not an afterthought.

Every item on this checklist exists because someone, somewhere, skipped it and paid 10x more to fix the consequences. Don't be that landlord.

Start with this checklist, adapt it to your climate and property types, and build the habit of consistent seasonal inspections. And if you're tired of tracking it all manually, request a demo of PropsManager to see how automated maintenance scheduling, tenant request management, and contractor tracking can save you hours every month — and thousands every year.

Your future self (and your bank account) will thank you.