A practical maintenance plan for rental properties

Record the problem before the conversation gets lost

A repeatable repair process starts with a clear record: which property, what happened, when it was reported and how urgent it is. Ask for enough detail to identify the issue without delaying an emergency response.

In Rentaer, create a Maintenance request, link the property, add a descriptive title and choose a priority. ‘Kitchen tap leaking under sink’ is more useful than ‘Plumbing’. Track work as open, in progress or resolved.

Distinguish emergencies from routine work

A priority label is not an emergency service. A suspected gas leak, fire, electrical hazard or immediate danger requires the appropriate emergency response and qualified professionals. Tell tenants how to report urgent issues outside the app.

For non-emergency requests, agree the next step, arrange lawful access and record progress. Local repair deadlines and landlord duties still apply regardless of the priority selected in the app.

Plan preventative checks around the property

Follow manufacturers' servicing instructions and the inspections required in your jurisdiction. Build your own checklist for heating, water leaks, ventilation, drainage and safety equipment as relevant to the unit. Avoid a universal inspection frequency: climate, building condition and local law differ.

• Keep appliance model numbers and service documents securely.
• Schedule required inspections before their deadlines.
• Review recurring faults rather than repeatedly treating symptoms.
• Confirm the work is complete before resolving the request.

Close the loop with the tenant

After the repair, check that the original problem has been addressed and communicate the outcome. A resolved status should reflect completed work, not merely a contractor booking. Review open requests in the dashboard so older issues do not disappear behind new ones.