Property maintenance is a key responsibility for landlords. It ensures tenant satisfaction, prevents costly repairs, and maintains the value of property investments.

A well-structured maintenance plan keeps rental properties in top condition and helps foster positive long-term tenant relationships. In this guide, we explore how landlords can plan effectively for year-round maintenance and provide exceptional tenant service.

1. Develop a Comprehensive Maintenance Plan

A proactive maintenance plan can help landlords stay ahead of potential issues, reducing emergency repairs and keeping tenants satisfied. Who doesn’t love saving a bit of money on those unnecessary repairs?! A well-structured plan should include:

• Routine Inspections: Schedule regular property inspections to catch minor issues before they become major problems.
• Preventive Maintenance: Regular servicing of HVAC systems, plumbing, and electrical systems prevents breakdowns and extends their lifespan.
• Emergency Preparedness: Have a plan in place for urgent repairs, including a list of trusted contractors and emergency service contacts.
• Tenant Communication: Keep tenants informed about scheduled maintenance and encourage them to report issues promptly. togetha has a comprehensive maintenance feature that helps tenants to report issues quickly and easily, and for you to manage the repairs process including contractor management from start to finish.

2. Establish a Seasonal Maintenance Schedule

Each season presents unique challenges for property maintenance. Planning maintenance tasks according to the time of year ensures smooth operations and prevents weather-related damage.

Spring Maintenance

• Inspect the roof and gutters for winter damage.
• Check for leaks and water damage around windows and doors.
• Service HVAC systems before the cooling season begins – well, if the UK gets that warm over the summer!
• Clean outdoor spaces, including patios and walkways.

Summer Maintenance

• Ensure air conditioning units are working efficiently.
• Inspect plumbing systems for leaks and water pressure issues.
• Schedule landscaping and lawn care to maintain curb appeal.
• Test smoke and carbon monoxide detectors. You can schedule these tests in togetha’s handy calendar function, that can send you reminders of when tasks are coming up, and you can mark them as completed when you’re done.

Autumn Maintenance

• Clean gutters to prevent blockages and water damage.
• Seal gaps around windows and doors to improve insulation.
• Service the heating system before winter.
• Inspect chimneys and fireplaces for safe operation.

On New Year’s Day 2025, there were many areas of the UK that experienced flooding, leaving tenants and landlords out of home and out of pocket; check your flood risk before the winter season and ensure you have the correct measures and insurance in place should this be something you might experience.

Winter Maintenance

• Insulate pipes to prevent freezing and bursting.
• Ensure pavements directly surrounding the property and driveways are safe and free of ice.
• Monitor for roof damage from heavy snow or ice buildup.
• Remind tenants to keep their heating system running at a minimum temperature to prevent frozen pipes. You can use togetha’s tenant communication blast feature to share the same message to all tenants simultaneously.

3. Build Strong Relationships with Reliable Contractors

Having a network of reliable contractors ensures quick and high-quality repairs. Here’s how landlords can establish a trusted team:

• Vetting Contractors: Check references, read reviews, and confirm licensing and insurance, for example Gas Safe certification.
• Negotiating Service Agreements: Establish clear pricing and service expectations to avoid unexpected costs.
• Maintaining an Emergency Contact List: Have a list of trusted plumbers, electricians, and HVAC technicians for urgent repairs.

4. Use Technology to Streamline Maintenance

Leveraging technology simplifies property maintenance, making life easier for you and your tenants.

togetha allows landlords to track maintenance requests, manage repairs, manage contractor relationships and payments, and keep tenants in the loop, all in one streamlined platform.

Smart Home Technology: Smart thermostats, leak detectors, and security systems help prevent maintenance issues before they escalate.

5. Budgeting for Maintenance and Repairs

Setting aside funds for maintenance ensures landlords are financially prepared for unexpected expenses. Everyone’s circumstances are different, but as a baseline to begin to work from, consider these budgeting strategies:

• The 1% Rule: Allocate 1% of the property’s value annually for maintenance.
• Separate Emergency Fund: Keep a reserve fund specifically for urgent repairs.
• Regular Cost Assessments: Review and adjust maintenance budgets based on past expenses and property needs. You can review finances of everything to do with your property portfolio in the togetha platform, and make use of AI-assists for suggestions on how to maximise savings and revenue whilst providing an excellent tenant experience.

6. Enhance Tenant Communication and Responsiveness

A well-informed tenant is more likely to care for the property and report issues promptly.

Improve communication with your tenants by:

• Providing a Tenant Handbook: Outline maintenance responsibilities, emergency contacts, and reporting procedures. You can store this handbook in your together vault and send it automatically to each new tenant when a lease is signed, making everyone’s life easier.

• Setting Clear Expectations: Define tenant responsibilities, such as changing HVAC filters or maintaining appliances. You can add automatic reminders to be sent to your tenants through our together calendar function.

• Encouraging Proactive Reporting: Tenants should feel comfortable reporting issues before they worsen. Make reporting seamless with togetha’s maintenance option on the tenant portal.

7. Regular Property Inspections

Routine inspections help landlords identify maintenance issues early.

Consider:

• Move-in and Move-out Inspections: Document property conditions before and after a tenant’s lease.
• Annual or Bi-Annual Inspections: Schedule periodic check-ins to ensure compliance with maintenance guidelines.
• Targeted Inspections: Inspect specific systems, such as plumbing or HVAC, before peak seasons.

8. Prioritise Energy Efficiency and Sustainability

Energy-efficient properties save money and attract environmentally conscious tenants.

Implement:

• LED Lighting and Smart Thermostats: Reduce energy consumption and improve cost savings.
• Water-Saving Fixtures: Install low-flow toilets and faucets to reduce water waste.
• Proper Insulation and Sealing: Enhance comfort and lower utility bills.

9. Address Tenant Concerns Promptly

Responsiveness to tenant maintenance requests builds trust and reduces tenant turnover.

Best practices include:

• Setting Response Time Goals: Aim for same-day acknowledgment and quick resolution of urgent repairs.
• Following Up on Completed Repairs: Ensure tenants are satisfied with the resolution. Having an audit trail of communications, like through the togetha platform, helps everyone to be confident on what happened, how it was resolved, and when.

10. Stay Compliant with Legal and Safety Regulations

Failing to meet legal requirements can lead to fines or liability issues. Stay compliant by:

Understanding the Law

: Know tenant rights and landlord responsibilities regarding

maintenance.

The Renters’ Rights Bill expected to come into force in April includes some key changes that will impact how landlords approach maintenance, including Awaab’s Law.

Meeting Safety Standards

: Ensure fire alarms, carbon monoxide detectors, and emergency exits are functional.

Keeping Maintenance Records

: Document all inspections, repairs, and communications for legal protection. togetha’s vault is the perfect place to store your compliance documents securely.

A well-planned maintenance strategy benefits both landlords and tenants, ensuring smooth property operations, preventing costly repairs, and maintaining tenant satisfaction. Investing in proper maintenance not only protects property value but also enhances tenant retention and peace of mind.

By following these guidelines, landlords can establish a seamless, efficient, and effective maintenance routine that ensures properties remain in top shape, tenants stay happy, and the property rental business thrives.

If your Property Management processes could use some maintenance and overhaul of their own, book in for your free, no-commitment demo of together, and see how we can help you take your property business to the next level.