How to Handle Maintenance Like A Pro

Managing property maintenance and repairs is a big part of being a successful property owner or manager.
Doing it professionally not only protects your investment but also keeps your tenants happy — which leads to higher occupancy rates and better returns.

Here’s how to handle maintenance and repairs like a pro:

1. Be Proactive, Not Reactive
Waiting for something to break before fixing it is expensive.
Instead, prevent problems before they happen by scheduling regular inspections and preventive maintenance.
For example:

Clean HVAC systems every 6 months.

Check plumbing annually for leaks.

Inspect roofs and gutters before rainy seasons.

Proactive maintenance saves you money and avoids emergency calls.

2. Create a Clear Maintenance Plan
Have a structured maintenance plan for your properties.
It should outline:

What needs to be checked (e.g., HVAC, plumbing, electrical)

How often it should be done (monthly, quarterly, annually)

Who is responsible (your team, a contractor, or a tenant)

This keeps everything organized and ensures nothing gets overlooked.

3. Build a Reliable Vendor Network
You can’t do it all yourself.
Partner with trusted contractors and service providers — like plumbers, electricians, landscapers, and HVAC specialists — before you need them.
Having a reliable network means:

Faster response times

Better service

Potential cost savings through long-term relationships

4. Offer Easy Reporting for Tenants
Make it simple for tenants to report issues.
Provide an online portal or mobile app where they can:

Submit maintenance requests

Upload photos of the problem

Track the repair status

Quick reporting leads to quicker fixes — and shows tenants you care about their comfort and safety.

5. Prioritize Repairs
Not all maintenance requests are urgent.
Learn to triage:

Emergency Repairs: Leaks, heating failures in winter, security issues (Fix immediately)

Urgent Repairs: Broken appliances, non-urgent leaks (Fix within 24–48 hours)

Routine Repairs: Minor cosmetic fixes, slow drains (Schedule within a week)

Prioritizing keeps things under control and avoids unnecessary stress.

6. Communicate Clearly with Tenants
Always keep tenants informed:

When maintenance is scheduled

When contractors will arrive

How long the repair might take

Good communication builds trust and reduces complaints or confusion.

7. Track Maintenance History
Keep detailed records of:

Every inspection

Every maintenance request

Every repair made

This helps with:

Planning future upgrades

Protecting yourself legally (in case of disputes)

Increasing property value over time

Property management software can make this easy and automated.