What Is HVAC Maintenance for Rentals?

Why HVAC Is the Most Critical System in Your Rental

Your HVAC system is the most expensive system to replace ($5,000-$10,000+), the most likely to cause a habitability complaint if it fails, and the most preventable source of emergency repair calls. A furnace that dies on a 10-degree January night is a legal emergency, not just a maintenance issue.

Regular HVAC maintenance extends system life by 5-10 years, improves energy efficiency by 15-25%, reduces breakdown risk by up to 95%, and keeps your tenants comfortable and happy. The $300/year you spend on two service calls is the best return on investment in your entire preventive maintenance program.

Seasonal HVAC Maintenance Schedule

Spring Service (AC tune-up, March-April):

• Clean or replace air filters
• Clean condenser coils (outdoor unit)
• Check refrigerant levels and look for leaks
• Inspect and clean condensate drain line
• Test thermostat operation
• Check electrical connections and tighten
• Lubricate moving parts
• Test cooling output and temperature differential
• Cost: $75-$150 per unit

Fall Service (heating tune-up, September-October):

• Clean or replace air filters
• Inspect heat exchanger for cracks (gas furnace, critical safety check)
• Check gas connections and pressure
• Test ignition system and safety controls
• Clean burners and flame sensor
• Check thermostat operation (switch to heat mode)
• Inspect flue and venting
• Test CO detector near furnace
• Cost: $75-$150 per unit

Real Example: Service vs. Neglect

You own two duplexes. Duplex A gets serviced twice a year ($300/year). Duplex B you skip because "it is running fine."

Duplex A over 5 years: Maintenance cost: $1,500. One minor repair (capacitor replacement): $200. System runs efficiently, no breakdowns, tenants happy. System age: 10 years old, estimated 8-10 more years of life remaining. Total 5-year cost: $1,700.

Duplex B over 5 years: Year 2: AC runs constantly but does not cool well (dirty coils). Electric bill goes up $50/month for 4 months = $200 in excess tenant complaints. Year 3: Furnace ignition fails in December. Emergency repair on a Sunday: $450. Year 4: AC compressor fails from chronic low refrigerant (undetected leak). Replacement: $2,800. Year 5: Furnace heat exchanger cracked (would have been caught during inspection). Full furnace replacement: $5,500. Total 5-year cost: $8,950.

Duplex A: $1,700. Duplex B: $8,950. Same age systems, same brand. The only difference was $300/year in preventive maintenance.

Filter Management

Air filters are the simplest and most impactful HVAC maintenance task. A dirty filter restricts airflow, forces the system to work harder, reduces efficiency by up to 15%, and shortens system life. Filters should be changed every 1-3 months depending on type and conditions.

Most landlords put filter changes in the lease as a tenant responsibility. This makes sense since the tenant lives there and can do it in 2 minutes. But you need to follow up. Many tenants forget or do not know how.

Options for managing filters: include filter change reminders in your quarterly communication with tenants, provide a year's supply of filters at move-in, check the filter condition during routine inspections, or just change it yourself during service visits.

Repair vs. Replace Decision

The general rule: if a repair costs more than 50% of replacement value on a system older than 15 years, replace it. Here is a more detailed framework:

Repair when: System is under 10 years old, repair cost is under $1,000, this is the first major repair, the system still runs efficiently.

Replace when: System is 15+ years old, repair costs exceed $2,000-$3,000, you have had 2+ major repairs in the past 2 years, the system uses R-22 refrigerant (phased out, extremely expensive), energy efficiency has noticeably declined.

Replacement is a capital expenditure that gets depreciated on your taxes. A new high-efficiency system also reduces utility costs and can be a selling point for prospective tenants.

Common Mistakes

Skipping maintenance because "it is working." HVAC systems degrade gradually. By the time you notice a problem, the damage is done. Service it whether it seems to need it or not.

Using the cheapest HVAC tech. A $50 "tune-up" from an unqualified tech is not real maintenance. Use a licensed, insured HVAC company that actually inspects components, not just changes the filter and leaves.

Not checking the heat exchanger. A cracked heat exchanger leaks carbon monoxide. This is a life-safety issue, not just a maintenance item. Make sure your fall service includes a heat exchanger inspection on gas furnaces.

Ignoring the condensate drain. A clogged condensate drain on the AC unit causes water damage. It is a $0 fix (pour vinegar down the drain line) that prevents hundreds in water damage repairs.

Frequently Asked Questions

How often should HVAC be serviced?

Twice a year: spring for AC and fall for heating. Each visit costs $75-$150 per system. This is the single highest-ROI maintenance task for landlords.

Should I buy a maintenance plan from an HVAC company?

Maybe. HVAC company maintenance plans typically cost $150-$300/year and include two service visits plus discounts on repairs. If you have 4+ units, the volume discount and priority scheduling during peak season can be worth it. Compare the plan cost to paying per visit.

What thermostat should I install in rental units?

A basic programmable thermostat ($25-$50) is the sweet spot for rentals. It allows tenants to set schedules for efficiency while being simple to operate. Smart thermostats ($100-$250) are nice but can cause complications if tenants do not understand them or if Wi-Fi connectivity is unreliable.