Maintaining a single family rental property may be no big deal, but as your portfolio grows to include multi-family properties, the task can become much more challenging. As a property manager, it is your duty to ensure that each and every unit remains clean, safe and in good working order. Likewise, you must also look after the external and common areas of the property as well. Staying on top of all of this requires a dedicated plan. Let’s explore a few tips for setting up a strategy like this.

Create Checklists

You work hard to keep your multi-family properties in tip-top shape, but you’re only human, which means things can sometimes get overlooked. This becomes even more likely as the number of properties you are managing continues to grow. To avoid this, start by creating checklists for each type of property maintenance you will need to perform. Here are a few examples to get you started:

Routine Maintenance

• Confirm compliance with building codes (e.g. working smoke/carbon monoxide detectors, structural soundness, safety issue, etc.)
• Verify that all utilities and vital services are in good working order (water, plumbing, water heater, heat, electric, gas, etc.)
• Clean up and secure common areas of the property (yard, parking lot, hallways, staircases, walkways, etc.), removing/repairing any hazards
• Address any and all necessary repairs

Seasonal Maintenance

• Mow the lawn
• Water the grass
• Maintain landscaping features
• Inspect the exterior of the property

Preventative Maintenance

• Check for any water leaks and resulting damage
• Look for cracks in the ceiling or drywall
• Verify the condition of the roof and gutters
• Examine for potential pest issues
• Check smoke and carbon monoxide detectors
• Replace HVAC filters
• Have major appliances professionally serviced

Set a Schedule

Once you have your detailed checklists, the next step is setting up a schedule to ensure that all of these maintenance tasks are carried out in a timely and orderly fashion. For best results, use software that’s designed specifically for multi-family property maintenance. This will help to keep you organized and on track, and ensure that nothing important slips through the cracks. Set reminders for yourself and your team so you’ll be prepared well in advance.

Keep Tenants in the Loop

Property maintenance can impact the lives of your tenants, so it’s important that you keep them in the loop and provide them with plenty of notice prior to any task being carried out. In most cases, there are specific laws prohibiting last-minute pop-ins, so make sure you know your rights and responsibilities as a property manager. The more effort you put into working with tenants, the less likely you’ll be to ruffle feathers. Happy tenants and clean, well-maintained properties will keep you successful for the long haul.