Do you have a maintenance schedule system for tenants?

Question

Recently, I had to pay $60 for an HVAC tech to simply tell me that the air filter needed to be changed on a 4-month old HVAC system in one of my rentals. The tenant called and stated that the air temperature was reading 12 degrees higher than what it was set at and the house was rather warm, as it typically is in the Texas summer. Considering the 4-month old system was still under warranty, I had the tech come out and look at it, simply to discover that the tenants did not change the air filter and that was causing the system to not run as cool as it should. Paying $60 for a tech to tell me that the air filter needs to be changed didn't make me too happy, but it pushed me to setup a maintenance schedule for my tenants to ensure my properties are being taken care of well. Does anyone have a maintenance schedule that they would be willing to share, and perhaps willing to share their own maintenance schedule system?

Marcia Maynard · Answer

We have 9 natural gas furnaces in rental units.  From our experience tenants will often not change the furnace filters on a regular schedule, even when provided with the filters.  We find it best to change the filters ourselves every three months.  Then while we are at the unit, we tend to other maintenance needs and have a look at how well the tenant is taking care of the property and to see if they are following the terms of the rental agreement.  We provide the filters so we can decide on the type and quality.  Also, make sure the tenants are not blocking the output floor registers and intake return ducts, as that can cause a furnace to malfunction or shut off.

We also provide lightbulbs.  Cheap insurance to make sure the wrong type of bulb is not used.  We have seen light fixtures, wiring, and appliances damaged by tenants putting in a light bulb that was too many watts or too big for the fixture.  Fire hazards come in many forms.  The free lightbulbs and our putting them is an added value for our tenants, it is easy for us to do during our quarterly visits, and really helps out our senior tenants.

I would advise against having a tenant pay for the first $$$ of any maintenance or repair for the reasons stated by others.  In addition, be clear in your rental agreement as to the tenants responsibility to pay for damages.  Inspect often and charge for damages as they occur.  Be sure to make it the tenants responsibility to inform you if anything is malfunctioning or if water is going where it should not be going.  Instruct them on matters that are considered emergency (call 911), urgent (contact you immediately), or routine.

Chris K. · Answer

If I'm providing it I usually take care of it unless it is a direct result of tenant negligence. One of the negatives, in my opinion, of you making the tenant responsible for the repairs under $250 is 1) They may not tell you and may let things go unrepaired because they can't or don't want to pay whatever the cost is to repair. Which in come cases lead to more damages which at the end of the day you could be responsible for.  2) If they know that a repair is teetering on the edge of $250 they may "modify" whatever it is to need more than $250 in repairs so that it isn't their responsibility.

Probably best for you to learn some basic troubleshooting so you or them can have a better idea some of the issues that come up. Having them check the air filter should have been something you had them do before even sending someone out to look at it.

Tiger M. · Answer

Jason,

I concur with @Chris Martin

Our lease requires the tenant to change the filters, if they aren't doing it, its caught on the annual inspection which is at month 6 of the lease. In the event they aren't changing, we send a notice to correct and reinspect in 10 days. If the repair isn't completed then we bill them for the service call $75 as per the lease. we have some owners that provide the filters which really helps and certainly not a big maintenance expense compared to and AC acid bath.

Chris Martin · Answer

Know your state law. In my state, and from what Joe says about TX, be careful to comply with your landlord/tenant statute. Example: NC state law: 42-42.  Landlord to provide fit premises

Landlord to ... "Maintain in good and safe working order and promptly repair all electrical, plumbing, sanitary, heating, ventilating, air conditioning, and other facilities and appliances supplied or required to be supplied by the landlord provided that notification of needed repairs is made to the landlord in writing by the tenant..."

http://www.ncga.state.nc.us/EnactedLegislation/Statutes/HTML/BySection/Chapter_42/GS_42-42.html

As far as maintenance, if your lease stipulates the tenant replace the HVAC filter every month, and they don't... then that $60 service call should be billed to the tenant. In my state at least.

Jason Measures · Answer

@Chris K. You're absolutely correct in that there are negatives to having the repairs covered by the tenant under $250, but this does keep me from receiving constant phone calls for petty fixes such as replacing lightbulbs and toilet seats. I discuss this with the tenant up front during the application and lease signing process to ensure we're all on the same page, and thus far, it has proven effective. To your points though, it can have negative consequences and potential for abuse. And you're correct in that I should have had the tenants check the air filter first, which I certainly have learned from. This is why I'm establishing a maintenance schedule system now to help prevent this from happening again, as in the end, it was my fault. Do you have a maintenance schedule that you hold your tenants to?

Account Closed · Answer

None if they are your appliances.

Joe Gore

Jason Measures · Answer

Hmmm. That's interesting. So what kinds of repairs would you apply the under $250 mark to?

Account Closed · Answer

I see you are in Tarrant's county but here in Dallas's county the judge will throw the book at you if the tenant sued you. All the tenant needs to say the landlord wanted me to pay the repair bill on the landlord appliances no matter if it is in your lease. However, it is your choice on what you want to do.

Joe Gore

Jason Measures · Answer

You're right about providing the filters. I've always tried to be a good landlord so that is what I will be doing. Concerning the refrigerator repair, the tenants provide their own refrigerator, but I provide all other appliances, therefore, in this scenario, the tenant would make the repair. Let's say the range needs a repair though, and it's $75, in following my lease, the tenant would be responsible for the repair, as it's under $75. Do you think this is my responsibility though?

Account Closed · Answer

A good landlord would provide the filters, but that is your call. So you have the tenants responsible for repairs under $250. Now let's say the refrigerator go out, and it will take $75 to repair does tenant pay for that?

Joe Gore

Do you have a maintenance schedule system for tenants?

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