• Any issues? Contact us on:
  • info@PropertyDeveloping.co.uk

Some content might be missing, not working or invalid on this page but should be fully operational by Mid-January  

Landlord's Property Management and Maintenance Checklist

Go Back


We are hoping to introduce an online version of this Property Management system and is a basic checklist that covers various aspects of property management, maintenance, and key dates. This checklist is designed to help landlords keep their properties in good condition, comply with legal requirements, and stay organised. Please note that this checklist is for informational purposes only and should be customised to suit specific property and legal requirements.

Property

Property Details

Property Address:

Street Address:

City:

County:

Post Code:

Property Ownership:

Deed and Title Information

Mortgage Information (if applicable): 

 

Tenant Information

Tenant Names and Contact Details:

Lease Agreements:

Move-In Inspection Reports:

Legal Documentation:

 

Landlord-Tenant Laws

Insurance Policies:

Property Tax Records:

Local Ordinances and Regulations:

Key Dates and Deadlines:

Lease Agreements

Lease Start Date

Lease End Date

Renewal Options and Deadlines

Rent Due Dates

Rent Collection:

 

Rent Amount

Rent Collection Method (e.g., check, online payment)

Late Fee Policy

Security Deposits:

 

Amount Held

Deadline for Returning Deposits:

Itemised List of Deductions:

Property Inspections:

Maintenance

Appliances
/Maintenance

General Maintenance

Regular Cleaning Schedule:

Landscaping Maintenance:

Appliances

Maintenance Schedule for Appliances:

Replacement Plan for Ageing Appliances:

 

Plumbing/Electrical/Heating and Cooling

Plumbing

Regular Plumbing Inspections:

Emergency Plumber Contact Information:

Electrical

Regular Electrical Inspections:

Emergency Electrician Contact Information:

Heating and Cooling

HVAC System Maintenance:

Seasonal Checks and Filter Replacements:

 

Roof/Gutters/Exterior Maintenance

Roof and Gutters

Roof Inspections:

Gutter Cleaning Schedule

Exterior Maintenance

Painting and Decorating Maintenance:

Driveway Repairs:

 

Pest Control

Pest Control

Schedule Pest Inspections:

Pest Control Company Contact Information:

 

 
 

Property Inspections

Schedule Regular Inspections (e.g., quarterly, semi-annually):

Record Inspection Dates and Findings:

Property Maintenance:

 

Safety Features

Smoke Alarms and CO Detectors:

Fire Extinguishers:

Regular Testing and Replacement:

Financial Management

Budgeting and Finance

Budgeting / Finance

Property Operating Budget:

Emergency Fund:

 
 

Record Keeping and Taxes

Record Keeping

Track Income and Expenses:

Keep Receipts and Invoices:

Taxes

Property Tax Deadlines:

Deductible Expenses:

 
 

Insurance

Insurance

Review Property Insurance Policies:

Liability Coverage:

Legal and Compliance:

 

Legals (Always Get Legal Advice)

Tenancies And Evictions

Tenancy Renewals and Terminations

Notify Tenants of Renewal or Termination:

Follow Local Laws and Procedures:

Evictions:

Speak to a solicitor:

Familiarise Yourself with Eviction Laws:

Document Lease Violations:

 
 
 

Housing and Habitability

Fair Housing:

Ensure Non-Discriminatory Practices:

Know Fair Housing Laws:

Habitability:

Ensure the Property is Safe and Liveable:

Address Issues Promptly:

 
 
 

Repairs And Maintenance

Repairs and Maintenance:

Tenant Requests:

Promptly Address Tenant Requests:

Keep Records of Repairs:

 

Utilities and Services

Utilities

Utilities

Set Up Utility Services in Tenants Names:

Record Meter Readings for Gas / Electricity / Water etc:

Monitor Usage and Billing:

 
 
 
 

Repairs And Maintenance

Waste and Recycling

Schedule Rubbish Collections:

Provide Recycling Bins:

 
 

Emergency Planning

Emergency Contacts

Emergency Contacts:

List of Emergency Contacts (Police, Fire, Medical):

 
 
 
 

Maintenance Emergencies

Maintenance Emergencies

Plan for Burst Pipes, Electrical Failures, etc.:

Know How to Shut Off Water and Gas:

 
 
 
 

Tenant Safety

Tenant Safety:

Provide Emergency Procedures to Tenants: 

Install Proper Lighting and Security Features: 

Property Marketing and Vacancies:

Tenants

Tenant Screening:

Screening Criteria:

Tenant Application Forms:

Tenant Signing

Prepare AST Agreements (solicitor):

Collect Security Deposits and First Month’s Rent:

 
 
 
 
 

Inspections and Vacancies

Move-In/Move-Out Inspections:

Conduct Detailed Inspections:

Document Property Condition:

Vacancy Marketing

Plan for Marketing Vacancies:

Advertise on Rental Platforms:

 

 
 
 
 
 

Community And Disputes

Community Involvement:

Engage with Local Community:

Attend Neighbourhood Meetings:

Neighbours and Disputes

Maintain Positive Relations with Neighbours:

Address Disputes Promptly:

 

Renovations and Improvements:

Property Upgrades

Property Upgrades

Plan and Budget for Renovations:

Obtain Necessary Permits:

 
 
 
 
 
 

Maintenance Contracts

Maintenance Contracts

Consider Hiring Contractors for Regular Maintenance:

Maintain Contractor Contacts:

 

 

 
 
 
 
 

Energy Efficiency

Energy Efficiency:

Evaluate Energy Efficiency Upgrades:

Save on Utility Costs:

 

Legal Advice and Resources:

Property Upgrades

Legal Counsel

Consult with a Solicitor When Necessary:

Stay Informed on Landlord-Tenant Laws:

 
 
 
 
 
 
 

Landlord Associations

Landlord Associations

Join Local Landlord Associations:

Networking and Resources:

 
 
 

Financial Statements and Reports:

Year End Reports

Year-End Reports

Prepare Annual Property Summary:

Tax Reporting and Filings:

Regular Evaluations:

KPI Data:

 
 
 
 
 
 
 

Financial Statements and Performance

Monthly Financial Statements

Create Monthly Income and Expense Reports:

Monitor Cash Flow:

Property Performance

Conduct Regular Assessments:

Consider Long-Term Investment Strategy:

 
 
 

 

 
 
 
 
 

Feedback From Tenants

Feedback from Tenants

Encourage Tenant Feedback:

Address Concerns and Improve:

 
 
 

By using this basic checklist, landlords can help manage some of their properties, ensure tenant satisfaction, and aid compliance with legal requirements. Remember that property management may vary depending on location, property type, and personal preferences, so feel free to adapt this checklist to suit your specific needs and circumstances.

Go Back