Property Management Maintenance Checklist: Free Templates for Every Season

🏠 Exterior

• Roof: visible damage, missing shingles, sagging areas
• Gutters: clean, properly attached, downspouts directing water away from foundation
• Siding: cracks, gaps, peeling paint, rot
• Foundation: visible cracks, water stains, efflorescence
• Windows: seals intact, screens present, opens/closes properly
• Exterior doors: weatherstripping, deadbolts, hinges
• Driveway/walkways: cracks, tripping hazards, drainage
• Landscaping: overgrown areas, tree limbs near structure, drainage issues
• Fencing: stability, gate operation, latches
• Exterior lighting: all fixtures working, bulbs present

🔧 Kitchen

• Faucet: leaks, water pressure, hot/cold both working
• Sink: drain speed, garbage disposal operation, under-sink leak check
• Dishwasher: runs full cycle, drains properly, door seal intact
• Refrigerator: temperature (35-38°F), ice maker, door seals, coil cleaning needed
• Stove/oven: all burners work, oven reaches temperature, hood vent functions
• Microwave: heats properly, door latches, interior clean
• Countertops: chips, cracks, caulk along backsplash
• Cabinets: doors align, hinges tight, drawer slides work
• Floor: damage, loose tiles, grout condition
• GFCI outlet: test and reset

🚿 Bathrooms (each)

• Toilet: flushes properly, no running, base sealed to floor, no wobble
• Faucets: leaks, water pressure, hot/cold
• Shower/tub: drain speed, caulk/grout condition, showerhead function, water damage on walls
• Exhaust fan: operates, vented to exterior (not attic)
• Under vanity: leaks, pipe condition, moisture/mold
• GFCI outlet: test and reset
• Flooring: water damage, loose tiles, caulk at tub/shower base
• Mirror/medicine cabinet: secure mounting

🔌 General Interior (all rooms)

• Smoke detectors: test button, battery date, one per bedroom + hallway
• CO detector: test, one per floor with gas appliance or attached garage
• Electrical outlets: cover plates present, no scorch marks, all working
• Light fixtures: all functioning, no flickering
• Windows: open/close/lock properly, screens intact, no condensation between panes
• Doors: open/close/latch properly, no sticking
• Walls: holes, cracks, stains, unauthorized modifications
• Ceilings: water stains, cracks, peeling
• Flooring: damage, loose boards, carpet stains/wear
• Closets: shelving secure, rod intact, light working

⚙️ Mechanical Systems

• HVAC filter: check/replace (note size for records)
• Furnace: visual inspection, strange noises, last service date
• AC: runs and cools, condenser clear of debris
• Water heater: temperature setting (120°F), leaks, age, anode rod condition
• Electrical panel: cover secured, no tripped breakers, labeled circuits
• Plumbing: water pressure, main shut-off accessible, visible pipe condition
• Washer/dryer hookups: supply valves, drain line, dryer vent clear
• Sump pump (if applicable): runs when tested, discharge line clear

🌸 Spring (March–May)

• Schedule AC tune-up (before summer rush — contractors book 3-4 weeks out)
• Replace all HVAC filters
• Inspect roof for winter damage
• Clean gutters and downspouts
• Check exterior drainage — water should flow away from foundation
• Inspect and repair caulking around windows and doors
• Test irrigation system, adjust sprinkler heads
• Power wash exterior (siding, walkways, parking areas)
• Inspect deck/patio for winter damage, seal if needed
• Touch up exterior paint
• Fertilize lawn, apply pre-emergent weed control
• Inspect playground equipment (if applicable)

☀️ Summer (June–August)

• Quarterly pest control treatment (all units)
• Inspect and service pool/spa (if applicable)
• Check AC performance — document any units not cooling properly
• Seal coat parking lot (every 2-3 years)
• Re-stripe parking lot markings
• Tree trimming — remove dead branches, clear from structures and power lines
• Inspect fire extinguishers (annual inspection due?)
• Interior pest inspection during turnovers
• Test emergency lighting in common areas
• Landscape maintenance: mowing schedule, irrigation adjustments

🍂 Fall (September–November)

• Schedule furnace tune-up (before winter — critical for safety)
• Replace all HVAC filters
• Clean gutters and downspouts (after leaves fall)
• Winterize exterior faucets and sprinkler systems
• Insulate exposed water pipes in crawl spaces, attics, garages
• Replace smoke detector and CO detector batteries
• Seal gaps around doors and windows (weatherstripping, caulk)
• Inspect chimney/fireplace (if applicable)
• Service snow removal equipment
• Confirm snow removal/salt vendor contract for winter
• Rake and remove leaves from property
• Shut down pool/spa for season (if applicable)

❄️ Winter (December–February)

• Monitor for ice dams on roofs
• Salt/sand walkways and parking areas after snow/ice
• Check that all units maintain minimum 55°F (even vacant units — prevents pipe freezing)
• Flush water heaters — drain sediment from bottom (annual)
• Inspect attic insulation — look for ice dam causes
• Check pipe insulation in crawl spaces
• Plan capital improvements for spring (get bids now — contractors are less busy)
• Review annual maintenance spend — compare to budget
• Order supplies for spring season (filters, smoke detectors, caulk)
• Deep clean common areas

📋 Move-In Checklist (per room)

• Walls: condition, holes, marks, paint touch-up needed (photograph)
• Flooring: stains, scratches, damage (photograph)
• Windows: condition, locks work, screens present
• Doors: condition, locks work, doorstop present
• Light fixtures: all working, correct bulbs
• Outlets/switches: all working, covers present
• Closets: shelving intact, rod present
• Blinds/curtains: present and functional
• Appliances (kitchen): all operational, clean, no damage
• Plumbing fixtures: no leaks, drains clear, faucets working
• Smoke/CO detectors: tested and working
• Keys/remotes: all provided and working (note quantity)

Rule: Take at least 50 photos per unit. Timestamp them. Store them forever. This is your #1 protection in security deposit disputes.

📋 Move-Out Checklist

• Complete the same room-by-room inspection as move-in
• Compare to move-in photos — identify tenant-caused damage vs. normal wear
• Check all appliances are present and functional
• Verify all keys, remotes, and access devices returned
• Check for unauthorized modifications (paint, fixtures, shelving)
• Document cleaning condition (is professional cleaning needed?)
• Test all smoke/CO detectors
• Check garage/storage areas are empty
• Verify utilities are still on (needed for turnover work)
• Create turnover work order: cleaning, paint, repairs, carpet

🚨 Emergency Response Protocol

• Confirm nature of emergency (life safety? property damage? habitability?)
• If life-threatening: instruct tenant to call 911, then proceed
• For water leak: instruct tenant on shut-off valve location (if known)
• For gas smell: instruct tenant to evacuate and call gas company
• Dispatch emergency vendor within 15 minutes
• Notify property owner within 1 hour
• Document: time of call, nature of emergency, actions taken, vendor dispatched
• Follow up with tenant within 2 hours for status
• Create work order by next business day 9 AM
• Request vendor invoice with before/after photos
• Update owner with final resolution and cost within 48 hours