Ditto @Michael Baum - a simple 3 ring binder and I update/replace it if it looks even a bit worn down.

Since reserve studies attempt to forecast replacement costs of items over a 30 year period they are having to recalibrate since the reserves they are now using did not use the latest increase in construction costs.

We've owned them for 20-plus years but the recent property tax increases have negatively impacted our cash flow as have major repairs such as roof replacements, AC units, etc.

First, see if you can negotiate replacing the sale contingency with a longer escrow or loan period.

But in the meantime you could move into your new primary residence converting it from your 1031 replacement from the sale of your current investment.

Also, I will probably want to do a 1031 exchange as I am planning to buy another investment property to replace this one.   

And the rules surrounding replacement are much more relaxed.  

Water heater 12 years to replacement (may need some service before replacement).Recognize many cap ex items are years away.  

Some carriers offer loss assessment insurance, which can come into play when the HOA experiences a large covered insurance loss, such as a hail storm requiring roof replacement or a fire requiring building replacement.  

The landlord could offer to mow the lawn and shovel the walk, while making the tenant responsible for repairing or replacing the washing machine.Landlords and tenants need to confirm what is required within their written agreement.