Property Maintenance Checklist for Landlords

For a landlord, maintenance is not just about keeping a property looking good. It affects how long tenants stay, how easily the property re-lets, how deposit discussions go at the end of a tenancy and how much the building is worth years from now. Neglected maintenance rarely shows up all at once. It builds slowly, and then a leaking pipe, a failed water heater or a termite-damaged wardrobe arrives with a much bigger bill.

This checklist is organised around the rhythm of a tenancy: before a tenant moves in, during the tenancy, seasonally, and when the tenant leaves. Use it as a starting point and adapt it to your property.

Set the ground rules first

Before the checklist itself, decide how maintenance responsibilities will be split. Disputes often arise because nobody wrote this down.

• Clarify in the rental agreement who handles what. A common approach is that the tenant takes care of minor day-to-day items, such as replacing bulbs or clearing a blocked basin caused by use, while the landlord handles structural issues, major plumbing and electrical faults, and the replacement of fittings that wear out with age. The exact split is for you and your tenant to agree, ideally with advice on wording from a qualified advocate.
• Agree how repairs are reported, whether by phone, message or email, and who the tenant should contact if you are abroad.
• Agree on access, meaning how much notice you will give before inspections or repair visits.
• Decide on a spending threshold above which the tenant or your representative must check with you before proceeding.

Before a new tenant moves in

This is your best opportunity to fix things properly, because the property is empty and accessible.

Structure and surfaces

• Walls checked for cracks, damp patches and peeling paint; repaint if needed
• Ceilings checked for water stains, especially below bathrooms and terraces
• Doors, windows and grills open, close and lock properly
• Mosquito mesh intact on windows and ventilators

Plumbing

• Every tap, flush, health faucet and shower tested
• No leaks under sinks or behind closets
• Floor traps and drains clear
• Water heater working and its safety valve checked
• Overhead tank and sump cleaned if due

Electrical

• All switches, sockets, lights and fans working
• Distribution board labelled so the tenant can isolate circuits
• RCD/ELCB tested, if fitted
• Earthing checked by a qualified electrician if there is any doubt

Appliances and fittings (if provided)

• ACs serviced and filters cleaned
• Water purifier filters changed if due
• Chimney, hob and any provided appliances tested
• Manuals and warranty cards kept together for the tenant’s reference

Safety and cleanliness

• Pest control treatment completed, including termite checks for wooden fittings
• Deep cleaning done, including kitchen and bathrooms
• Spare keys accounted for and locks changed if needed

Documentation

A detailed record of the property’s condition at handover is one of the most useful things a landlord can have. A move-in and move-out inspection with dated photos and an inventory list, signed by both parties, makes end-of-tenancy discussions far more straightforward.

During the tenancy

Once a tenant is in, maintenance becomes a matter of regular checks and responsive repairs.

Periodic inspections

Plan a visit every few months, with reasonable notice to the tenant, as agreed in your rental agreement. Regular property inspections help you spot problems tenants may not report, for example:

• Slow leaks and damp patches
• Unauthorised alterations or additional occupants
• Signs of pest activity
• Wear on fittings that will need replacement soon
• Blocked balcony or terrace drains

Approach inspections as a check on the property, not on the tenant’s lifestyle. A courteous, predictable process keeps the relationship good.

Responding to repair requests

1. Acknowledge the request promptly so the tenant knows it has been received
2. Assess urgency: water leaks, electrical hazards and security issues come first
3. Arrange a suitable technician and agree a visit time with the tenant
4. Confirm the repair has been completed and check the tenant is satisfied
5. Record the date, the issue, who fixed it and the cost

Tenants who see repairs handled reasonably are more likely to report issues early, which saves you money.

Seasonal checklist for Chennai

Before the north-east monsoon (around September)

• Terrace and balcony drains cleared
• Rainwater downpipes checked for blockages and breaks
• Window sealant and beading inspected
• Existing damp patches investigated
• Ground-floor properties checked for entry points where water could come in during waterlogging
• Electrical points in exposed areas checked

After the monsoon (around January)

• Walls and ceilings inspected for new seepage
• Wooden doors and wardrobes checked for swelling or termite activity
• Garden and compound areas cleared of debris and stagnant water

Before summer (around March)

• ACs serviced
• Water supply and pump checked ahead of peak demand
• Inverter or generator batteries inspected, since power cuts are more noticeable in the heat

Year-round, near the coast

• Grills, gates and outdoor AC units checked for corrosion
• Rusted metalwork treated and repainted before it weakens

Pests and termites

Termites are a real concern in Chennai, particularly for properties with wooden doors, wardrobes and kitchen cabinets. An annual general pest control treatment, with a termite inspection, is a sensible baseline. Discuss with the service provider whether a specific anti-termite treatment is appropriate for your property. Make it clear in the agreement whether routine pest control during the tenancy is the tenant’s or the landlord’s responsibility.

When the tenant moves out

• Joint walk-through using the move-in inventory and photos
• Damage beyond normal wear and tear documented with photos
• Meter readings and pending utility bills noted
• All keys and access cards collected
• Repairs, repainting and deep cleaning arranged before re-letting

Keep in mind that normal wear and tear, such as minor scuffs on walls or faded paint after a few years, is generally treated differently from damage. Be fair and consistent; it helps your reputation as a landlord.

Keep a maintenance log

Whether it is a spreadsheet or a simple notebook, record every repair, service and inspection with the date, cost and vendor. A log helps you:

• Track recurring problems that need a permanent fix
• Plan replacements before items fail
• Keep receipts and records you may want to share with your chartered accountant when preparing your accounts
• Give a future buyer or tenant confidence in the property’s upkeep

How Flourrish can help

Flourrish supports landlords in Chennai with routine maintenance coordination, scheduled inspections, move-in and move-out documentation, pest control and repair coordination. We can act as the tenant’s point of contact for maintenance requests, arrange suitable technicians, check on completed work and keep you updated with photos and records. You can find more about how we support landlords and investors on our rental investment properties page. Charges depend on the services you choose and the property, and we share them upfront.

To talk about your rental property, contact us or message us on WhatsApp.