Preventative Maintenance on Rental Properties

[John Lindemann]

Hi Everyone!

We have a handful of properties now and wondered how other people plan for and schedule preventative maintenance.  We appreciate all feedback on 1) What you do 2) How often you do it 3) Do you do it or hire it done by a pro (and why if you have a reason) 4) How you track it or document it 5) How do you rotate this through your properties so that all don't come due in one month.

We appreciate any experienced thoughts on systems and management of this.

Thank you all in advance!

[Ron Flatt]

John,  

I have a gentleman that does all of my maintenance.  Each week I give him a list of what needs to be done, (he is older and cannot put in 13-14 hour days).  He usually gets 30 hours a week.  

1)  If things are slow, I have him check windows to see if anything needs caulking or replaced.  I have him make sure all brush is off and not touching buildings (a pet peeve of mine).  

2) If I am in town, I may go do some of it myself, but generally I am out of town working so I hired someone.  I recommend you find a retired person or an individual who knows construction and how to do it and give him a list either weekly or monthly.  It took 2 years for me to find the one I wanted, but the one I have now has been with me over a year.  (Do not get someone just because they are a friend, family etc.. because if you have to let them go, it will cause hard feelings!)

3)  I inspect all properties once every 6 months... I make list of things that I see and rank them in what needs to be done.  

4)  My maintenance person works off my list, (sometimes when a tenant calls about something, it will move up.)  A tenant cannot ask him to do something, because he will not be paid by me unless I have directed him to do it.

The invoice that he gives me, includes the property address, work done, on what day and the amount of time spent.  NOTE:  I will not hire someone who requires to be paid in cash.  I use my real estate company check so I have a record.

HOPE this helps.