Preventative Maintenance Checklist for Effective Property Management

by Prime Estate

One of the key responsibilities of a landlord or property manager is to keep their properties in pristine condition and this doesn’t just refer to the cleanliness of the property. It also means that the potential for damage is minimised and all systems and appliances are in excellent working condition, making the property a safe and comfortable place for your tenants to live in.

Landlords and property managers are expected to attend to unexpected repairs for the property in a timely manner as well as conduct regular preventative maintenance checks and activities. A preventative maintenance check can help identify potential issues before they happen, helping to save on the high costs of emergency repairs.

We’ve put together a Preventative Maintenance Checklist to help guide you through your property maintenance duties whether you’re a private landlord, home owner or even a proactive tenant! Use this guide as you walk through your property and check for areas that may need repair.

Roofs, Balconies and Terraces

Pooling water near drains

Water that is still standing around drains about 24 hours after rain could mean that the drain or plumbing is clogged; could promote leakage, plant growth and shorten roof and/or balcony lifespan.

Unwanted vegetation growing on roof / terraces

Heavy vegetation could damage the waterproofing or block drains.

Loose sheet metal at roof/terrace edges; loose asphalt shingles

Could be torn off by strong winds, leading to damage, personal injury or leaks

Loose balcony guard rails or dividers between balconies

Could be a safety hazard, particularly in high winds.

Cracked / loose concrete at balcony edges

Safety hazard if the concrete pieces fall

Tables, chairs or planters directly against a balcony guard rail

Could be a climbing hazard for young children

Exterior Site

Pooling water on paving or on grade

Could indicate blocked drains, or the need for additional drains or re-sloping. Significant pooling could lead to leakage near building walls or promote infestation.

Settlement, cracking, heaving or deterioration of asphalt, paving stones and sidewalks

Can cause trip hazards and could allow water to get under the paving, damaging the underlying support fill.

Overflowing gutters

Could promote wall/roof leakage or soggy areas at-grade.

Exterior Building Walls and Windows

Concentrated dampness on walls below gutters and / or window sills (as seen during a rain storm)

Missing or improper flashings can lead to erosion and leakage.

Loose or missing siding, flashing or trim

Loose material could be a safety hazard during strong winds; missing pieces could promote leakage.

Cracks or holes in cladding; dislodged or loose bricks

Could allow infestation or promote leakage.


Cracked concrete walls, slabs or columns

Severe cracking could be a sign of structure distress; Cracks at outer walls and upper slabs could allow leakage.

Cracked, peeling or loose waterproofing membrane

Could cause leakage through the concrete slab and cause corrosion of steel, rotting of timber.

Leakage at expansion joints

Can eventually promote deterioration of the concrete slab.

Loose or shifted floor drain covers

Potential trip hazard or safety hazard.

Fire, Life Safety and Mechanical Systems

Fire sprinkler heads obstructed by stored materials; improper mounting of fire extinguishers

Could reduce effectiveness of suppression systems if a fire occurs.

Fire rated door is damaged, doesn’t close / latch properly, or is held open

Could promote the spread of fire in an emergency.

Gaps / voids around pipes or ducts that penetrate a fire-rated wall

Could promote the spread of fire in an emergency.

Emergency lights or exits signs are not fully visible or are not working

Safety hazard during a fire.

Unusual noises coming from boilers, ventilation fans, valves, pumps

Potential for leaks, equipment burnout or inefficient operation.

Dirty air filters in supply fans

Reduces equipment efficiency and air quality.

Many issues requiring emergency repairs are preventable with the proper maintenance and care of your property. If you’re a private landlord, employing a property manager can make a big difference as they will help perform the preventative maintenance. Take preventative maintenance seriously. It can help extend the life of your property, save you thousands of dollars on urgent repairs, keep your property at a marketable rate and most importantly mitigate your chances of being potentially sued for compensation.

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