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To ensure the success of your rental business, you’ll want to find quality tenants who will care for the property for the duration of their lease. However, there may be instances where you discover parts of your rental in worse condition than originally left when your tenant moves out.
As such, it’s important to know how much a landlord can charge for damages. We explain everything you should know about charging tenants for damage to your rental property.
What Is the Most a Landlord Can Charge for Property Damage?
The amount landlords can charge a tenant for property damage varies from state to state. However, the amount should be considered reasonable in your state and documented in writing through a lease agreement.
Landlords typically use the tenant’s security deposit to cover the necessary repairs, but you may be able to charge property damage-related fees to tenants if you don’t. In both cases, it’s essential to understand your local landlord-tenant laws on rental security deposits and confirm if you’re allowed to charge tenants certain fees.
You should also be able to justify the amount charged from the security deposit. This can easily be done with a security deposit return letter that outlines how much you plan to deduct from the original amount and an itemized list detailing why.
How to Document the Condition of a Rental
To identify any property damage caused by a tenant, you can complete a rental property walk-through checklist. Filling this out at the start of a tenancy will provide you and your tenant with a written record of the property’s condition.
After the tenant moves out (or shortly before), it’s ideal to complete the checklist again. By comparing your findings from the first inspection to the present, you’ll be able to identify areas that require repairs.
Keeping track of this and other rental documents can be challenging, especially if you manage multiple units. However, Avail makes it easy to upload rental documents to your dashboard for future reference.
All you have to do it create an account to set up your rental properties, invite your tenants, and upload all your relevant documents. When you’re ready to inspect the rental property once again, you can easily locate the walk-through checklist with your findings from the previous inspection.
Property Damage vs. Normal Wear and Tear
After documenting your results, determine what’s property damage and normal wear and tear. Property damage is considered damage to the unit due to tenant neglect or abuse.
Some examples of property damage include:
- Unauthorized alterations (such as new paint and wallpaper)
- Large holes in the walls
- Scratches on kitchen counters
- Appliances damaged from misuse
- Scratches or urine stains from pets
Meanwhile, normal wear and tear refers to the expected deterioration of a rental unit over time. Here are some examples of normal wear and tear:
- Faded paint
- Loose wallpaper
- Wear patterns on carpets
- Wall dents from door handles
- Cracked light switch plates
Familiarize yourself with local landlord-tenant laws, especially on laws regarding the differences between property damage and normal wear and tear to avoid charging tenants for wear and tear.
How to Determine Damage Costs
Another essential step is understanding how much to charge for property damage. The cost should be reasonable, but putting together a standard list of repair costs can be challenging. Here are some factors to consider when deciding how much to charge for damages:
- Age of the item: An item that was brand new may cost more to repair than something that has been in the property for years.
- Original cost: Knowing how much an item costs initially can help inform the amount it might take to repair.
- If the item needs to be repaired or replaced: The severity of the damage may call for a complete replacement of the item. Take the possibility of something being damaged beyond repair into account in these instances.
- Time and skills required: While small-scale repairs may be easy to handle, other tasks may require large amounts of time or require you to hire a third-party contractor.
You can present charges for certain damages at any point of the tenancy, but some landlords prefer to present charges at the end of a tenant’s stay to provide final costs. Meanwhile, others include a tenant charge list that details different types of damage and estimate costs to repair it at the start of a tenancy.
This helps the tenant stay aware of what they’ll be responsible for, and it will be less likely that a dispute arises if they sign the list. However, remember that this may also make it challenging for you if the repairs cost more than expected.
It’s ultimately up to you when to present charges to the tenant.
How to Inform Tenants of Property Damage
A conversation about withholding a part or all of your tenant’s security deposit can be uncomfortable for all parties involved, which is why it’s essential to keep them informed at every step. Landlords can do this before, during, and after a tenancy in the following ways.
1. Before Moving In
One of the easiest ways to cover your bases is by including the necessary information in your lease agreement. This way, you and the tenant will know the expectations during their time at the rental, reducing the chance of surprises. After verifying the local laws and ordinances, include clauses regarding the following:
- Security deposits
- Rental property walk-throughs
- What is considered normal wear and tear vs. property damage
- Maintenance the tenant is responsible for
If you’re having trouble writing your lease, landlords can access lawyer-reviewed lease agreement templates with an Avail account. Not only will these include the necessary disclosures required in your state, but landlords can also customize them to include clauses and rules specific to your rental.
2. During Tenancy
During their tenancy, ensure you’re keeping up with any regular maintenance you agree to be responsible for. Neglecting maintenance requests can make it harder to charge the tenant for the damage. As you address these requests, you may be able to identify whether it’s a matter of normal wear and tear or property damage.
If you’d like the streamline the process of addressing maintenance requests and keep documentation of repairs and their costs, Avail offers maintenance tracking that makes it easy for tenants to submit requests online and coordinate with landlords via photos and in-app messaging.
You can also record how and when the issue is resolved and add an expense amount to each ticket for future reference.
3. While Moving Out
During this time, complete a move-out inspection with your tenant to identify anything that is more damaged than expected. This is an ideal time to note anything for which you may withhold funds.
Once you’ve identified the damages, it’s generally good practice to include a list of deductions with any refunded portion of the security deposit.
Track Maintenance Expenses With Avail
Knowing how much a landlord can charge for damages can be challenging since there are several factors to consider. However, Avail helps landlords stay organized with a maintenance tracking feature that lets you add costs to any maintenance tickets.
Thanks to this feature, you can easily reference how much certain repairs cost to help you determine how much to withhold from a tenant’s security deposit or charge them for property damage.
Create an account or log in to get started today.
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Before your tenants settle into their new home, it’s essential to complete a move-in checklist. Doing so will let both landlords and tenants avoid any confusion or miscommunication surrounding the condition of the rental unit.
In this article, we discuss what should be included in a move-in checklist for landlords and tenants, how to easily fill one out, and what steps to take after it’s been completed.
What Is a Move-In Checklist?
A move-in checklist is a form that landlords and tenants can use to document the condition and the contents of a rental property before a tenant moves in. When written and filled out correctly, a move-in checklist can protect tenants from incurring charges for property damage they didn’t cause. Landlords can track the condition of the rental over time and help keep the property in good condition.
Using this form is good practice and an easy way to start building a positive landlord-tenant relationship, but some states may also require landlords to provide tenants with a move-in checklist. For that reason, review your local landlord-tenant laws to see if this applies to you.
It’s worth noting that a move-in checklist differs from a move-out inspection list. A move-out checklist is used to identify unapproved changes to the unit or property damage not considered normal wear and tear for the tenant to fix or cover the costs. Landlords will usually reference the move-in checklist when completing a move-out inspection.
What to Include In a Move-In Checklist for Landlords and Tenants
Whether you’re a landlord looking to fill a vacancy or a tenant searching for a new home, it’s essential to know the state of the rental property before the move-in. Here’s what you should cover when completing a move-in checklist.
1. General Items
These are details that landlords and tenants should be mindful of throughout the house or apartment. As you move from room to room, take note of the condition of these elements.
- Doors
- Windows
- Ceilings
- Floors
- Lighting
- Electrical outlets
- Air vents
- Smoke detectors
2. Entryways
Assessing the entryways of the rental unit will help ensure that the property is secure. Take note of the condition of any doors leading out of the rental, as well as the condition of any hardware, like the handles and locks. Verify additional security measures as well, like doorbells and buzzers.
3. Kitchen
In addition to the general items, take note of the appliances included in the rental. Ensure that the refrigerator, dishwasher, oven, and range hood fan are functioning properly.
If you find that the appliances aren’t working properly, you can take note to address them after the move-in inspection. Don’t forget to test the sink as well. Verify that the water pressure is adequate and that there aren’t any leaks in the pipes.
4. Living Room
Inspect the living room floors for any signs of major damage. For hardwood, this could mean discoloration indicating the need for refinishing or replacement. If the floor is carpeted, check for excessive wear, rips, and tears.
5. Dining Area
If the unit has a separate dining room check the condition of general items like the walls and floors. You should also verify that any light fixtures are working correctly.
6. Bedrooms
When viewing the bedrooms, inspect the windows and their coverings. This should also be done with the closet doors, and ensure any built-in shelving is secured properly and not damaged.
7. Bathrooms
In addition to the basics, inspect the condition of the cabinets, countertops, towel racks, mirrors, faucets, drains, and toilet seats. It’s also helpful to test the shower for adequate water pressure and make sure there are no signs of any leaking pipes.
How to Record the Condition of the Property On a Move-In Checklist
The easiest way to record the condition of your property is with an easy-to-follow key. Here is an example of a key that can be used.
- S = Satisfactory
- NC = Needs Cleaning
- NP = Needs Painting
- NR = Needs Repair
- SC = Scratched
- RP = Needs Replacing
- NA = Not Applicable
Each section of the move-in checklist will also have space to document additional notes. This will allow you to document your observations even more accurately by clarifying what specifically needs to be cleaned, repaired, and so on.
When Should Tenants Receive a Move-In Checklist?
In order to ease the stress of moving in, landlords should send the move-in checklist ahead of time to help their tenants feel prepared. Generally, two weeks before the move-in date is an ideal time. That way, they’ll be aware before the move-in process that they are expected to complete the checklist and return it to you.
It’s recommended to send your move-in checklist for tenants in a tenant welcome letter via email. This letter is a friendly way to welcome your tenants to the property while providing useful information.
What to Do After Completing a Move-In Checklist
After sending the move-in checklist, make sure to get ready for new tenants in your unit by:
- Professionally cleaning your unit
- Providing your tenants with the keys to the rental
- Setting up online rent payments
- Reminding your tenants that they need to return the checklist to you within 72 hours of moving in
Once your tenants return the checklist, you can then review the checklist and sign if you agree with the conditions they noted. You should also use the checklist to determine if repairs are necessary.
To track maintenance requests, you can easily do so with the Avail landlord maintenance tracking software. Through the platform, you can track repairs with in-app messaging, photos, and automatic maintenance records for any of your properties. Logged maintenance costs will also populate on the rental property accounting dashboard, making it easier to see how much you’ve spent on repairs.
Simplify Renting With Avail
Renting can be stressful for landlords and tenants, but the right rental property management app can make the process easier. With Avail, landlords can list properties, screen tenants, set up online rent payments, and track maintenance tickets — all from one convenient platform.
Meanwhile, tenants can pay rent online, report on-time rent payments to credit bureaus, submit maintenance tickets, and more through the Avail tenant portal.
Create an account or log in today to simplify the renting process.
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Performing regular maintenance on your rental property is a great way to avoid costly repairs and limit maintenance requests from tenants. Checking the condition of your rental is often done before tenants move in, but it’s also important to conduct seasonal maintenance to prepare the unit for the fall and winter seasons.
For that reason, we outline what to check when performing fall property maintenance for your rental property and how to log associated costs.
8-Step Fall Maintenance Checklist for Apartments
Here is a fall apartment maintenance checklist to guide you along the process and a free PDF template to download.
1. Check the Gutters
Over time, the gutters installed along a property’s roof can get clogged or damaged, especially after harsh weather conditions. Failing to check the gutters or unclog them can cause structural damage, overflow, and damage to nearby windows.
Landlords should ideally check the gutters twice a year, but this can vary depending on the age of the house. You can outsource contractors to check them or do it yourself with a ladder. However, be cautious when working on a ladder to avoid injury.
2. Prepare for Rodents
If you live in an area that experiences cold weather, rodents and pests may try to enter the property through tiny holes to escape the dropping temperatures. When examining the property, check if holes are easily accessible to rodents. If so, fill those spaces or set traps to stop them from entering.
In the case of multiple rodents, it may be worth getting the property checked by an exterminator to avoid an unpleasant experience for tenants.
3. Check the HVAC and Furnace
Similar to having a faulty air conditioning system, it’s important to check the heating, ventilation, air conditioning (HVAC), and furnace before the weather gets colder. This is especially important since most states require landlords to keep the property at a minimum temperature during the winter.
Failing to check a furnace during the fall can increase the chances of the furnace breaking down during the winter, which can be costly to repair and result in unhappy tenants. To check the HVAC and furnace, you can hire an HVAC contractor to let you know if everything works properly, needs to be repaired, or replaced.
4. Winterize the Plumbing
Another important step is winterizing your plumbing, which is how plumbing systems are prepared for the winter to avoid being negatively affected. This typically entails insulating the pipes, draining the faucets, and so on. Although this step is more beneficial for the wintertime, it’s best to complete this step before cold temperatures hit.
5. Check the Windows and Doors
Check the windows and doors for cracks that need to be sealed or caulked to stop cold air from entering the property. There may be instances where you’ll need to invest in a new window or door if faulty, so it’s best to do this during the fall season.
6. Check the Smoke and Carbon Monoxide Detectors
Some states require landlords to install smoke and carbon monoxide detectors that function properly. For that reason, periodically check all smoke and carbon monoxide detectors to ensure they’re working and haven’t been tampered with by tenants.
7. Check the Outside Stairs, Porches, and Decks
Stairs, porches, and decks can naturally wear down over time, so check them during the fall to catch any issues that could result in an injury. You should also prepare outdoor spaces for the cold by covering outdoor furniture with protective covers.
8. Prepare for Snow and Hail
While this step doesn’t require manually checking something in the rental property, it’s helpful to have resources on hand to prepare for snow and hail. Items such as ice melt can be beneficial to use during heavy snowfall, as well as generators and other light sources in case of power outages.
How to Track Fall Property Maintenance Expenses
Maintenance can often result in associated property expenses, especially if something within the property needs to be repaired or replaced. You can manually track property maintenance expenses with a spreadsheet or leverage platforms like Avail to easily track property income and expenses for multiple rental properties.
With Avail, the rental property accounting dashboard will automatically populate with repair costs included in logged maintenance requests. Other payments, such as rent payments, will also populate on the dashboard if you collect rent with Avail, making it easy to streamline the bookkeeping process for your rentals for free. For one-time transactions not shown on the dashboard, you can manually add them to have a complete view of your finances.
All you have to do is create an account, set up your rental properties, and invite your tenants to join Avail. Once you collect rental payments and log maintenance expenses, your dashboard will sync all existing transactions to your dashboard.
Manage Maintenance With Avail
Dealing with maintenance issues is one part of managing a rental property, but there are ways to stay organized. One way is by logging maintenance requests through Avail with information on the issue, photos, and repair costs to reference in the future. You can establish a paper trail on maintenance tasks for each rental property and keep track of maintenance expenses with the Avail Rental Property Accounting tool at no cost.
Create an account to set up your rental property and manage rentals like a pro with Avail.
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Rental property maintenance is an integral part of being a landlord. But whether you’re managing your first rental or are planning to add another property to your portfolio, it’s essential to understand how to estimate rental property maintenance costs.
In this article, we cover common methods used to estimate rental property maintenance expenses, different types of maintenance costs, and helpful rental property accounting platforms.
How Do I Calculate Maintenance Costs on A Rental Property?
There are various ways to estimate maintenance costs, such as the 50% rule, 1% rule, and square footage rule. The approaches differ slightly, but each rule ensures that you have enough available to cover routine maintenance and unexpected repairs.
The 50% Rule
The 50% rule encourages landlords to set aside half of their monthly rental income for repairs, maintenance, and additional property management costs. If you charge your tenant $1,200 for rent, then $600 would go towards monthly expenses if you’re following the 50% rule.
The 1% Rule
This method suggests that annual maintenance costs will total approximately 1% of the total property value. If your unit’s value is $300,000, plan to budget about $3,000 to spend on rental property maintenance.
The Square Footage Rule
Under these guidelines, landlords set aside $1 per square foot of the property. A 2,000-square-foot rental will require approximately $2,000 to maintain annually.
These are only a few of the general rules of thumb for estimating costs, but remember that they are only estimates. As an additional step, you can reach out to other landlords and property managers operating in the area for feedback on their costs and budgeting strategies via phone, social media, or an online community for landlords.
In addition to helping you manage your rental property, you can connect with other landlords through the Avail Community Forum to get advice, tips, and more. You can also ask other landlords how to best estimate your rental property maintenance expenses if the methods above don’t work for you.
What Is Included in Rental Property Maintenance Costs?
Maintenance costs cover a wide range of expenses that can be separated into two categories: fixed and variable. Understanding these distinctions can help make estimating rental property maintenance costs more accurate.
Fixed Expenses Examples
Fixed expenses are costs that are paid for at regular intervals, such as monthly or annually. These expenses aren’t fixed at a specific price point but are recurring expenses to help maintain the property and operate your rental business. Here are some common examples of fixed property expenses.
- Routine maintenance: Routine maintenance refers to the necessary fixes that a rental property requires. This includes tasks like landscaping, power washing windows and siding, replacing furnace filters, and more. Landlords can combine the costs of each task over the course of a month for a reliable estimate of this expense.
- Move-out repairs: These are repairs that you complete when a tenant’s lease has expired and they move out. After completing a move-out inspection, you can identify whether certain rooms require new paint, if the carpet needs to be shampooed, and more.
- Utilities: Utilities can include electricity, water, natural gas, and more. Before estimating this cost, consider who is responsible for paying utilities at your rental — the landlord or the tenant. If you cover them yourself, combine the total monthly fees to estimate what other months could cost. If you operate a multifamily rental, consider the utilities for common areas. Even if you include utilities in your rent price, you may have to cover additional costs for these shared spaces.
- Insurance: Purchasing rental property insurance coverage can make for a smoother renting experience for landlords and tenants. You may need additional protection based on geographic location, or you may want to protect your property from specific situations. After speaking to an agent, you can incorporate your insurance premium into your expense estimates.
Variable Expenses Examples
Variable costs are expenses that arise throughout operating your rental. They may or may not occur regularly, so it’s a good idea to set aside a little bit extra in case of emergencies.
- Seasonal maintenance: If you live in an area that experiences different seasons, some of your maintenance expenses can go towards adjusting for seasonal scenarios. For example, you may need to replace filters and check the belts of the HVAC system to prepare your rental for summer, rake leaves during the fall, and have sidewalk paths shoveled during the winter months.
- Appliance repairs: Over time, your rental property appliances will require repairs. Appliances don’t break down at regular intervals, so consider the number of appliances in your rental, their age, and how frequently they’re used when you estimate this expense.
- Emergency repairs: It’s always good to have funds available for emergencies to address emergency repairs right away, especially considering local landlord-tenant laws require landlords to do so. If a pipe bursts at night, the heater dies in the middle of winter, or a tenant’s air conditioning stops working during a heat wave, you’ll have to get the problem addressed as quickly as possible. It’s impossible to know when an emergency may occur, so you may consider accounting for an emergency fund when estimating your rental property maintenance expenses.
- Capital expenditures: Capital expenditure, or CapEx, refers to the cost of making improvements to a rental property to increase the overall value. Unlike necessary repairs, these improvements are mainly intended to raise the value of the property and aren’t necessary to make the space safe for tenants. Replacing a fridge with a stainless steel version would be a capital expenditure, while simply fixing the old fridge that’s already on the property would be considered a repair.
How to Track Expenses With Avail
There are two ways to keep track of rental property maintenance expenses — with a spreadsheet or rental property accounting tool. Using a spreadsheet will require manual updating, but the Avail Rental Property Accounting tool can help streamline expenses and income tracking in minutes. If you manage maintenance issues with Avail, the dashboard will automatically populate any associated maintenance costs. Landlords can also manually add expenses logged outside of Avail to keep everything in one convenient place.
The Rental Property Accounting tool also supports building-level transactions, so if you own multifamily properties, you can assign manually-entered transactions to an entire building or an individual unit. This helps you track expenses like lawn care for an apartment building without needing to assign the transaction to a specific unit.
Can You Write Off Maintenance on a Rental Property?
According to the Internal Revenue Service (IRS), landlords can write off qualifying rental property maintenance expenses. This may include payments like mortgage interest, property tax, depreciation, and repairs.
To remain compliant with local landlord-tenant laws, be sure to consult with a tax professional. With the Avail Property Accounting tool, you can add a note to each transaction to identify what maintenance qualifies as a write-off when filing your taxes.
Track Rental Property Maintenance Expenses With Avail
Properly tracking rental property accounting can make it easier to see how much you’re spending in maintenance for a rental and what you can write off on your taxes. With Avail, you can keep your income and expenses organized in one place with the Rental Property Accounting tool. In addition to tracking rental income, you can also log and track rental property maintenance expenses for all of your rentals — for free.
Once you’re ready to share your maintenance expenses with a tax professional, easily export the dashboard into a spreadsheet to further customize or share.
Log in or create an account today to track your rental property maintenance expenses today.
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Tracking the condition of rentals is important for landlords and tenants — it helps estimate property damage costs for landlords and provides tenants a chance to fix issues themselves to get the full security deposit back. However, landlords and tenants must abide by local landlord-tenant laws when performing move-out inspections.
In this article, we cover move-out inspection basics for landlords and tenants to know what to expect once preparing for the end of a lease term.
What Is a Move-Out Inspection?
A move-out inspection is when landlords and tenants walk through the rental property to identify unapproved changes to the property or property damage not considered normal wear and tear. Often, landlords refer to previous inspection checklists to track the condition of the rental before and after a new lease term begins.
If any property damage occurred during the lease term, using a move-out inspection checklist will make it easier to identify before returning a tenant’s security deposit.
Purpose of a Move-Out Inspection
The primary purpose of a move-out inspection is to keep a running trail on the condition of the rental property, especially if a new tenant moves in each year. While normal wear and tear is expected with rentals, there can be instances where tenants damage the property that requires costly renovations or repairs. For that reason, conducting a thorough move-out inspection can help landlords see what needs to be fixed and possibly deducted from a tenant’s security deposit (if applicable).
When to Schedule a Move-Out Inspection
States vary when landlords can schedule rental property inspections, but they should generally be done once a tenant moves out and the lease ends.
Landlords can also schedule inspections before tenants move out in some states to estimate property damage costs, but it’s best to refer to landlord-tenant laws for more timing information.
Benefits of Move-Out Inspections for Landlords
Inspections offer benefits for landlords planning on turning over a rental, such as the following:
- Estimate repair costs: If tenants were not required to pay a security deposit or move-in fee, then it’s important to estimate how much repair costs will be. Inspecting the unit before the tenant moves out is one way to see what needs to be addressed and find contractors to help resolve the issue.
- Avoid disputes with tenants: Talking through property damage can help landlords inform tenants on why they’re responsible for the charges and how it qualifies as more than normal wear and tear. If tenants know potential costs they’ll need to cover, then there’s less chance they’ll dispute the costs.
- Tenant fixes damages: There may be instances where tenants may opt for fixing property damage themselves versus requiring the landlord to do so. Both parties can discuss this if an inspection has can be performed before the tenant has officially moved out.
Benefits of Move-Out Inspections for Tenants
The primary benefit of move-out inspections for tenants is fixing damages to get the full security deposit returned or reduce the overall bill once officially moved out. Being informed of possible property damage costs can also provide ample time to determine if the charges are fair or need to be disputed.
States vary in what landlords and tenants are required to cover when it comes to property damage, so refer to local landlord-tenant laws once knowing what costs will need to be covered.
What to Avoid When Completing an Inspection
When performing a move-out inspection, there are certain things to avoid to ensure you get an accurate picture of repairs that need to be made.
- Prematurely promising tenants their full security deposit: An inspection is a great way to see what costs to deduct from a tenant’s security deposit. For that reason, landlords are advised not to comment on a tenant’s security deposit until an inspection has been performed and deductions have been determined.
- Forgetting to document changes: Having a paper trail of the condition of your property can help determine what issues existed before the tenant moved in and what they caused. You can download a rental property walk-through inspection checklist to monitor the condition of rentals for later reference.
Make Renting Easier With Avail
Move-out inspections are important to track the condition of rental properties and protect a tenant’s security deposit. Once you’ve completed an inspection and determined what costs your tenant is responsible for covering, you can start the apartment turnover process for your next tenant. With Avail, you can advertise your rental property, screen prospective tenants, access lawyer-reviewed and state-specific lease agreements, manage maintenance, and more.
For tenants, you can create an Avail Renter Profile to help save on application fees and limit credit checks when searching for your next apartment.
Create an account today to make renting easier with Avail for free.
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Before a tenant moves into your rental, it’s important first to complete a rental property walk-through inspection to take note of your property’s condition. Failing to do so can make it harder to decipher if any property damage was caused by the tenant or was previously there before they moved in.
We outline when to complete a rental walk-through with a free rental walk-through checklist PDF download.
When to Do a Rental Walk-Through With Your Tenants
Generally, landlords perform a rental walk-through twice a year — before the tenant moves in and shortly after they move out. You can also inspect during the lease term to catch early signs of property damage before the tenant moves out.
But before doing so, refer to local landlord-tenant laws on handling inspections while a tenant is living in your rental property.
How to Complete a Rental Walk-Through Checklist
Similar to a move-in and move-out checklist, there are certain things to look for when inspecting your rental. Here are six things to look for as a landlord:
1. Inspect Every Room
Living rooms, kitchens, bedrooms, and bathrooms experience the most wear and tear when a tenant is living in your rental, which is why it’s important to inspect every room. Check for holes in the wall, the light fixtures and outlets are working, the floor or carpet is free of damage, and the ceiling, and the windows function properly.
You can also take notes on if the tenant has renovated the property in any way (i.e., installed wallpaper, replaced the handles on the drawers and cabinets, painted the walls) to ensure they leave the property in original condition before moving out.
2. Check for Safety
If you’ve installed smoke and carbon monoxide detectors throughout the property, you can check to see if they’re working correctly or need to be replaced. This can also be a great way to address maintenance issues your tenant has escalated that may impact the safety of the rental.
3. Test for Plumbing Issues
Plumbing issues are expensive to resolve and can result in a negative renting experience. For that reason, checking for leaks and water damage in the bathrooms and kitchen can help you catch issues early. In the bathroom, you can also check for large cracks or chips in the tub and if the sink and toilet are working properly.
Some landlords hire a contractor to inspect the plumbing more in-depth, but this is not necessary to test for plumbing issues.
4. Check That Appliances Function Properly
If you’ve recently installed new appliances, you can check to see if they’re properly functioning or have any damage. Examples of appliances to check are refrigerators, dishwashers, microwaves, washer units, and dryer units. Any clear signs of damage that are not considered normal wear and tear should be noted to look at further once the tenant moves out.
5. Open Cabinets and Drawers Attached to the House
Open the cabinets and drawers attached to the house to see if they open and close properly or have any signs of damage. As noted above, you can also see if the tenant has changed the knobs on the cabinets to remind them on the importance of putting the original knobs back before moving out.
6. Check The Backyard (If Applicable)
If your rental property has a backyard, check for any signs of damage or items that don’t belong in the backyard, like a trampoline. This can also be a chance to see if tenants are picking up after their pet (if allowed on the backyard) or caused any damage to your backyard that may need to be addressed.
Manage Maintenance Requests With Avail
Completing a rental walk-through checklist with your tenants is a great way to inspect your property and catch property damage early. Once you note any issues that need to be resolved, you can use Avail to log associated costs, upload photos of the issue, and more — for free.
In addition to managing maintenance, Avail makes it easy to screen tenants, access lawyer-reviewed lease agreements, track rental property accounting, and other tasks associated with managing your rental in one place.
Create an account or log in today to make renting easier with Avail.
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As a landlord, you’re responsible for maintaining your rental property and scheduling annual inspections to see if anything needs immediate attention. While inspections can be done at any point in the year, they’re especially important before the summer months to ensure your property is prepared for the warmer weather.
The summer is also when most tenants are looking to move to a new rental property or renew their lease agreement, which is why you’ll want to handle any maintenance issues that could impact a tenant’s renting experience. In this article, we share tips on how to prepare your rental for the summer and how to keep track of any maintenance-related costs.
How to Prepare Your Rental for the Summer
To guide you along the process, here are eight steps to take to help you prepare your rental for the summer.
1. Inspect All Air Conditioning Systems
The last thing any tenant wants to deal with is a faulty air conditioning system on a hot, summer day. Air conditioners can last anywhere from 10 to 20 years (depending on the type of unit), but they may need to be tuned up by a professional on an annual basis.
Air conditioning systems that are not maintained can lose efficiency, resulting in a higher-than-average energy bill. For that reason, it’s important to inspect all air conditioning systems in your rentals to ensure they’re working properly and replace ones no longer working.
2. Check Interior Airflow and Ductwork
Most rooms have vents that deliver conditioned airflow, whether it be cooled or heated, to the rooms and back to the air conditioning system. Some rooms have vents high up on the wall, while others can be located closer to the floor. When inspecting your rentals, you’ll want to check if the vents in each room are delivering proper airflow and ensure tenants aren’t blocking them with furniture.
You may also want to check for mold or excessive dirt in ductwork, as this could impact the air quality in the rental.
3. Clean Dryer Vents
Dryer vents help remove heat generated during the dryer cycle in your laundry units to prevent fires, so you’ll want to regularly maintain them. Signs that you may need to clean your dryer vents include clothes taking longer to dry, clothes becoming hotter to touch, or a burning smell when using the dryer. You can hire a professional to properly clean your dryer vents or research how to safely do it yourself.
4. Test Smoke and Carbon Monoxide Detectors
States differ in whether or not both smoke and carbon monoxide detectors are required in rentals. Depending on your state, you’ll want to test all the detectors in your rental. If the smoke or carbon monoxide detector is not working, check if the batteries need to be replaced or if tenants have tampered with any detectors. Ensuring they’re working properly can help avoid facing legal issues as a landlord.
5. Perform Yard Maintenance
If your rental property has a yard, perform yard maintenance or hire a landscaping contractor to spruce up the landscape. Clear any fallen branches, mow the law, or trim large bushes if you’re looking to improve the look of your yard.
Yard maintenance will most likely need to be done more often than the other tasks listed, so it’s advised to set a maintenance schedule on when to complete this so tenants are aware in advance.
6. Prep Windows and Doors
Check all the windows and doors for gaps to ensure your tenants’ air conditioning bill stays low and keeps unwanted pests out. Various stores offer gap-sealing strips or sealant to fill any unwanted holes for less than $10.
7. Prepare Outside Amenities
If you offer more than one amenity that’s located outside, like a pool or backyard balcony, set some time to clean them for the warmer months. Pools are typically left unused for several months, resulting in accumulated debris and dirt. They can be cleaned professionally or with a robotic pool cleaner.
Prepare all outside amenities before warmer weather is anticipated to hit near you.
8. Perform General Repairs
General repairs can include fixing chipped paint or other issues tenants have previously escalated. Summer maintenance can also be a great chance to ensure everything in your rental is functioning properly to reduce the chance of maintenance requests popping up during the lease term.
9. Prepare for Pests
Pest prevention is not only important, but also legally required in most states. As the owner, you’re primarily responsible for handling pest infestations and preventative maintenance to reduce the chance of pests entering the rental.
When the weather warms up, pests are more likely to appear in your home, which is why you’ll want to prepare for pests before the summer.
Manage Maintenance With Avail
Preparing your rental for summer does require time, but it can lead to a positive renting experience and fewer maintenance requests. To help you keep track of maintenance, you can log what you fixed and any associated costs through Avail. You can then add the progress of each request and refer to your rental property accounting dashboard for a summary of maintenance costs.
Create an account or log in to start handling maintenance requests with Avail today.
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Scheduling regular property inspections is a great way to ensure the property is safe for tenants and in great condition. But it’s important to abide by rental property inspection laws during inspections to avoid violating a tenant’s right to privacy.
We outlined best practices towards rental property inspections and what a landlord can (and can’t) do during visits.
Can Landlords Regularly Inspect the Property?
Landlords can perform regular inspections, either quarterly or more frequently, to ensure the property is safe and free from property damage. At least one property inspection will usually be conducted during the lease term, depending on how often maintenance requests pop up.
How Often Can a Landlord Inspect a Rental Property?
Most states do not limit how many rental property inspections can be done per lease term, but landlords cannot enter the premises without notifying the tenant beforehand with a notice of entry form.
It’s also important to note that inspecting a property too often without probable cause can potentially violate a tenant’s right to privacy and lead to an unpleasant renting experience. For that reason, landlords are advised to be mindful of how many inspections are conducted to avoid making tenants uncomfortable.
Check your local landlord-tenant laws to properly prepare for the next property inspection.
What Can a Landlord Do During an Inspection?
Landlords can refer to a move-in and move-out checklist to help them perform a basic inspection on their rental. An inspection is typically when landlords look for obvious signs of damage, check that all the appliances are functioning properly, and see if there are any signs of pest infestation.
Landlords are not allowed to go through a tenant’s personal belongings — such as their dresser, living room furniture, or locked spaces they do not have the key to — since it’s not part of the rental property. Choosing to go through a tenant’s belongings can result in legal action, which is why landlords are advised not to during inspections.
4 Reasons Why a Landlord May Want to Perform an Inspection
There can be various reasons as to why a landlord wants to perform an inspection, but here are the main four.
1. Emergency Purposes
The most common reason for property inspections is due to sudden emergencies, like damage caused by a fire or a broken window. If the tenant has notified the landlord of an issue that needs to be addressed, then they can enter the property to inspect the rental.
2. Maintenance or Routine Property Inspection
Landlords can enter the property if a tenant has submitted a maintenance request. However, maintenance needs to be approached differently than property inspections.
Routine maintenance should generally be done during normal business hours (which can vary by state) during the week to abide by local ordinances. Landlords may also have to provide a written notice in-person to ensure the tenant is aware of their upcoming visit.
3. A Tenant Has Been Gone for an Extended Time
If the tenant has been absent from the property for more than seven days, then some states do allow landlords to enter the property. This may not always be the case since states vary in what’s viewed as an extended absence, so check local ordinances to be sure.
4. Landlord Suspects the Tenant Moved Out Without Notice
There are rare cases where a tenant may move out without proper notice, but landlords may still need to take precautionary measures before entering the property.
Before visiting the property, gather evidence that the tenant has indeed moved out, whether it be a change of address filed or confirmation from other residents. Landlords may then want to consult with a lawyer to determine what the next steps are. A Notice of Belief of Abandonment may need to be filed to give your tenant enough time to respond and determine the next steps.
Manage Your Rental Properties With Avail
Rental property inspections should be done carefully to ensure your tenant’s right to privacy is protected, while still allowing you the chance to view your property. As a landlord, it’s important to familiarize yourself with rental property inspection laws before scheduling a visit and to always give proper notice beforehand.
When managing your rental property with Avail, you can easily communicate with your tenants in-app and notify them of upcoming maintenance, payment dates, and more.
Create an account today to begin managing maintenance, collecting rent payments, and keeping everything in one place.
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Handling maintenance issues as a DIY landlord requires both time and money, which can quickly become stressful. A property manager can help you keep track of any issues impacting your rental, but maintenance tracking software can make the process easier for much less.
Avail offers a maintenance tracker that is designed to make renting easier for both you and your tenants. Instead of having to rely on others to keep track of rental property maintenance, all of the details can be uploaded through an Avail maintenance request for future reference.
Here’s how to manage maintenance requests with Avail to keep all aspects of your rental business in one place.
Managing Maintenance Requests With Avail
All the details pertaining to maintenance can be logged through your landlord dashboard in three steps.
1. Create a Landlord Account
Landlords can choose between Unlimited or Unlimited Plus when creating an account, with both options allowing you to manage maintenance for free. However, Unlimited Plus offers additional features, such as waived ACH fees, the ability to clone leases, and add custom questions to rental applications.
If you’re looking to save on the $7/unit per month fee of Unlimited Plus, you can leverage the Avail Referral Program account to cover the cost. Our referral program allows you to earn up to $500 in account credit by inviting up to 10 landlords to create an account with Avail.
2. Set Up All Rental Properties
Unlike other property management software platforms, both residential and commercial properties can be managed with Avail. There are also no limitations as to how many properties can be added to your account.
To set up your account, add the full residential address of your property and invite your tenants to create a tenant account. Once that’s been completed, your tenants will be able to submit maintenance requests through their dashboard to share pictures of any damage.
3. Create a New Maintenance Request
Handling maintenance issues is an essential part of managing a rental property. That’s why you’ll want to keep a log of any issues impacting your property, as well as a clear description as to what happened, how it was caused, and what was done to fix it.
When creating a new maintenance request, you can add a short title that describes the issue, state whether it was normal wear-and-tear or severe property damage, and add photos of the damage.
You can then keep track of the progress of the ticket by going back to the “Maintenance Tickets” to close once the issue has been fully resolved.
The Importance of Logging Maintenance Issues
Even if your tenants only experience one maintenance issue per lease term, it’s important to log any maintenance requests to reference later for a few reasons. If the same issue occurs soon after, then you’ll be able to reference closed requests that show when the last issue occurred, the repair costs, and what was done to fix the issue.
Since landlords typically manage normal wear-and-tear damage and most maintenance issues, Avail maintenance software will help you track how much you’ve spent on maintenance each year.
Keep Track of All Your Maintenance Requests
Handling maintenance issues doesn’t have to be stressful. The maintenance tracker on Avail can help make the process easier by keeping everything in one place. Your tenants will also be able to escalate issues impacting the rental with more details to ensure that it’s fixed right away.
All you have to do is create an account, set up your rental properties, and you’re set.
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With many tenants working from home due to COVID-19, and even a change in landlord rental property incomes, the time and money that landlords have available to make necessary repairs to their units are limited.
Still, as winter nears, there are numerous maintenance projects that need to be carried out. Here’s what winter maintenance can’t be skipped this year, what projects you may be able to put off, and what precautions every landlord should take while they’re addressing winter maintenance during COVID-19.
Follow This Winter Maintenance Checklist for Your Rental Property
While there are maintenance issues that can be put off because of COVID-19 concerns, some projects need to be taken care of regardless — especially those that pop up seasonally as the weather gets colder.
As a rule of thumb, any maintenance that impacts tenant safety and property habitability, that could cause long-term damages to the property, or that could become an additional expense for the landlord if not addressed are all essential to deal with as soon as possible. Examples of maintenance issues that could infringe on a tenants’s safety, such as heater maintenance or repairs, are essential and cannot be put off until later — even if a tenant has not paid their rent.
“I like to service a furnace twice per year as to not invalidate any manufacturing warranties if they are newer systems,” said Jonathan Faccone, managing member and founder of Halo Homebuyers in New Jersey. “Not only is this a good proactive maintenance schedule to ensure the longevity of your systems, but it is good business practice for your tenants to show that you care for their comfort.”
And as you make necessary repairs or maintenance to a property, be sure to remind tenants of winter tasks they are responsible for — like keeping the thermostat at a certain temperature even when they’re away to avoid freezing pipes — or if and when services like snow removal are provided.
Winter Maintenance That Can Be Put off During COVID-19
Before you decide something can be put off, make sure it’s not going to affect tenant habitability or your bottom line. But if it’s not urgent or essential, you can let your tenants know that you won’t be addressing minor repairs during COVID-19.
“Things like a loose doorknob, windows that stick, or a stove where all burners might not be operational were put off,” said Gary Zaremba, broker and owner at PepZee Realty in Dayton, Ohio, about the non-urgent maintenance needs in his rental properties.
Other landlords have chosen to leave the urgency of repairs up to their tenants. “For items that are less pressing, we generally leave it up to the tenants,” said James Watson, co-owner of Omaha Homes For Cash. “If a tenant notifies us of an issue, chances are they want it fixed.”
Still, keep in mind that if you do plan on putting off any maintenance, you might want to evaluate long-term costs or the cost of other related damages that could result after ignoring the issue.
“None of it costs much money,” said Glen DellaValle, founder and owner of DellaValle Management, Inc., a Lexington, Kentucky-based property management firm, of maintenance projects. “You are talking about $4 for a tube of caulk, a few dollars for smoke detector batteries, $4 for a furnace filter — versus the hundreds or thousands of dollars that you’ll lose by seeping heat, not optimizing hot water, or having a fire.”
Maintenance Precautions All Landlords Should Take During COVID-19
In addition to general building precautions, landlords should take extra COVID-safe measures to ensure everyone’s wellbeing if they enter a unit for maintenance, including:
- Wear a mask and ask your tenants to wear one, too.
- Communicate all upcoming maintenance to your tenants, address any concerns, and schedule repairs at a time that they can leave the unit, if necessary.
- Sanitize all surfaces that are touched.
- If hiring a contractor, communicate with both the contractor and tenant to make sure all the above safety protocols are followed.
Ensure Safe and Simple Maintenance During COVID-19
To maintain rental property maintenance while protecting yourself and your tenants during COVID-19, use an online maintenance tracking tool. Tenants can report maintenance issues and upload photos so you don’t need to go see the property in person, and you can provide updates to tenants via direct message as you assess the urgency of the repair.
Learn more about maintenance tracking with Avail and keep a general preventative maintenance checklist handy for all of your rental properties.
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