What Is Preventive Maintenance?

Why Preventive Maintenance Is the Smartest Money You Spend

Most landlords operate in reactive mode. Something breaks, they fix it. That approach is more expensive, more stressful, and leads to worse outcomes for both you and your tenants.

Consider this: a routine HVAC service call costs $150. An emergency furnace replacement in January costs $6,000 plus a very unhappy tenant and a potential habitability claim. A $200 gutter cleaning prevents $4,000 in water damage to the foundation. A $50 water heater flush extends the heater's life by 3-5 years, delaying a $2,000 replacement.

The math is not subtle. Every dollar spent on preventive maintenance saves $3-$5 in emergency repairs. And beyond the money, preventive maintenance reduces tenant complaints, improves tenant retention, and extends the life of your property's major systems.

Your Annual Preventive Maintenance Schedule

Spring (March-April):

• HVAC service: clean coils, check refrigerant, test AC operation ($75-$150)
• Exterior inspection: look for winter damage, check siding, roof, foundation ($0, DIY)
• Gutter cleaning and downspout check ($75-$150)
• Test and reset GFCI outlets ($0, DIY)
• Inspect caulking around windows, tubs, and showers ($0-$50 for re-caulking)

Summer (June-July):

• Check irrigation systems and outdoor faucets ($0, DIY)
• Pest prevention treatment ($75-$150 per unit)
• Touch up exterior paint if needed ($50-$200 for small areas)
• Trim trees and bushes away from the building ($0-$200)

Fall (September-October):

• HVAC service: clean furnace, replace filter, test heating ($75-$150)
• Gutter cleaning round two ($75-$150)
• Flush water heaters ($0-$100)
• Test smoke and CO detectors, replace batteries ($10-$30)
• Inspect weather stripping on doors and windows ($0-$50)

Winter (December-January):

• Check pipe insulation in unheated areas ($0-$50)
• Inspect attic for ice dam signs ($0, DIY)
• Test sump pump if applicable ($0, DIY)
• Mid-year property inspection for occupied units

Real Example: Preventive vs. Reactive Costs

You own a 4-unit building. Here is what preventive maintenance costs per year versus what emergencies cost when you skip it:

With preventive maintenance: HVAC service (2x/year): $600. Gutter cleaning (2x/year): $300. Water heater flush (4 units): $200. Pest treatment (4x/year): $400. Smoke detectors/batteries: $60. Misc inspections and small fixes: $400. Total: $1,960/year ($490/unit).

Without preventive maintenance (what actually goes wrong over 3 years): Year 1: Emergency furnace repair, Unit 2, dead of winter: $800. Year 2: Clogged gutters cause basement flooding: $3,500 in water damage remediation. Year 2: Water heater failure, Unit 4: $2,200 replacement. Year 3: AC compressor dies because coils were never cleaned: $4,500. Three-year total: $11,000 ($917/unit/year). Plus unhappy tenants, emergency coordination stress, and potential habitability issues.

Preventive maintenance over the same 3 years: $5,880. You save $5,120 and avoid the headaches. And your major systems last years longer because they are properly maintained.

How to Build a Preventive Maintenance Program

Step 1: List every system and component. HVAC, water heaters, roof, gutters, plumbing, electrical, appliances, exterior, landscaping. For each, note the age, condition, and manufacturer-recommended maintenance schedule.

Step 2: Create a calendar. Schedule seasonal tasks in your calendar or tracking system. Set reminders 2 weeks before each task so you have time to book contractors.

Step 3: Budget for it. Set aside $500-$1,500 per unit per year for preventive maintenance. This is separate from your CapEx reserve, which covers major replacements.

Step 4: Track everything. Log each maintenance task: date, what was done, who did it, cost. This creates a maintenance history that helps you plan replacements and proves habitability compliance. Use a maintenance tracker spreadsheet.

Step 5: Involve your tenants. Teach tenants basic maintenance: changing HVAC filters, reporting leaks promptly, keeping drains clear. Their cooperation extends equipment life and catches problems early.

Common Mistakes

Treating maintenance as optional. "I will get to it when I have time" leads to deferred maintenance, which always costs more than doing it on schedule.

Not budgeting for it. Preventive maintenance is a predictable expense. Build it into your operating expenses from day one.

Doing it all yourself. Unless you are a licensed HVAC tech, plumber, and electrician, hire professionals for system maintenance. A botched DIY repair on a gas furnace can kill someone.

Ignoring tenant-reported issues. A tenant who says "I hear a weird noise from the water heater" is giving you an early warning. Investigate it. Early intervention is the entire point of preventive maintenance.

Frequently Asked Questions

How often should HVAC be serviced?

Twice a year: once in spring (AC tune-up) and once in fall (furnace tune-up). This costs $150-$300/year and extends system life by 5-10 years while maintaining efficiency and preventing breakdowns. See our HVAC maintenance guide.

What is the most important preventive maintenance task?

HVAC servicing. Heating and cooling systems are the most expensive to replace ($5,000-$10,000) and the most likely to cause habitability issues if they fail. A $150 tune-up twice a year is the highest-ROI maintenance task you can do.

Should I have tenants handle any maintenance?

Tenants should handle basic tasks written into the lease: replacing HVAC filters monthly, keeping drains clear, replacing light bulbs, testing smoke detectors, and reporting problems promptly. Anything involving building systems should be handled by you or a professional.