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30 Basic Home Maintenance Tips to Take Care of the Little Things That Add Up

• Simple Maintenance
• Published on April 30th, 2019
• 6-8 min read

Emma's work has been featured in Huffington Post, NPR and XOJane. When she's not combing her neighborhood for open houses, she's writing about technology, real estate or data.

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Feeling guilty about putting off all that routine maintenance for your home? Good, you should… along with the 45% of Americans who don’t tend to home repairs right away.

Because clogged gutters turn into water damage . Chipped paint leads to wood rot. Dirty filters shorten the lifespan of your furnace . And while small problems are simple fixes now, they’ll be more complicated (even burst-pipe disastrous) later and could ultimately hurt your resale value.

“It’s really just keeping an eye out for the little things, and making sure they don’t turn into bigger things,” says Kati Spaniak , a top-selling real estate agent in Northbrook, Illinois .

What's Your Home Currently Worth?

Home maintenance is an essential step to preserving home value. Get an estimate of what your house is worth today.

“Those little things can add up to a lot of money, which you may not have right before you put your house on the market.”

Turn your guilt into action with these 30 super basic home maintenance tips that make a big difference—preserving up to 10% of your home’s value should be all the motivation you need.

1. Check to see that the doorbell works—if not, replace it

“I will tell you one of the first things I see a lot in homes is that the doorbell is broken,” Spaniak says. What better way to welcome future buyers than with a doorbell that actually works? It’s a small detail that counts to future buyers.

Use Home Depot’s DIY guide for how to replace a doorbell to help you safely reach the “Ding Dong!” of success. With actionable step-by-step bullet points, including how to upgrade to a wireless doorbell if you choose, it’s the best doorbell replacement tutorial we could find on the web.

2. Restore power to any dead outlets

Check out the outlets in your home annually. Are they working? If you find some of your power sources are dead, we recommend that you call a professional electrician to get them fixed. Now’s also a good time to check that you have GFCI (Ground Fault Circuit Interrupter) receptacles with those “Test” and “Reset” buttons near any plumbing fixtures. If you don’t, it’s likely to come up in the home inspection when you decide to sell your house.

3. Change the direction of your ceiling fans

You should change the rotation of your ceiling fans twice a year to increase energy efficiency, putting less strain on your heating and cooling systems. Running a ceiling fan properly in the winter can help you save up to 10% on your heating bill . When you change the direction of the fan, you change the way the air moves, more effectively heating or cooling a room.

You want your ceiling fan to rotate counterclockwise in the summer, pushing cool air down. On most fans, you can change the rotation using the directional switch on the motor—typically by turning the switch down. To get the clockwise rotation in winter, just reverse the switch .

4. Clean out exhaust fans to prevent mold

Fans in your home help clean out smells and moisture, but if they can’t do their job efficiently, you run the risk of growing mold in your home . Once a year, take the time to remove and clean your bathroom and kitchen exhaust fans . This’ll keep the hardware running smoothly, and the moisture out of your home.

5. Regrout or recaulk your tub, showers, and bathroom fixtures

Whether you have grout or caulk as a filler between your tiles in the bathroom, it will exhibit signs of wear and tear over time. If you notice any crumbling, peeling, or mildew, it’s probably time for a touch-up.

“If your grout is moldy, people think you don’t take care of your home,” says Spaniak.

You can attack moldy grout or caulk with a bleach solution as a quick fix to tie you over for awhile.

But if you need to replace the grout completely, popular DIY magazine Popular Mechanics has a step-by-step for regrouting (which includes a handy shopping list).

Got caulk? You should plan on recaulking about every 5 years . It’s a simple process—just grab a tube of caulk , caulk gun , and this handy DIY caulking guide .

6. Double check your downspout

Take a look around the perimeter of your home to check for downspouts that have become detached from your home. If downspouts become detached or faulty, water will not get directed away from the home and can lead to water intrusion or even foundation issues. This is a minor fix that can save you major cash down the road.e

7. Remove evidence of water damage

If you’ve experienced some kind of water damage in your home, you probably fixed it right away, but have you repaired the evidence?

“Anything that looks like it might raise questions, you want to take care of,” reasons Spaniak. Make sure you’ve not only addressed the source of the damage with a professional, but also addressed the stains left behind.

According to home care experts at BobVila.com, you need more than a simple coat of paint to remove evidence of water damage, and prevent future staining. Use a stain-blocking primer on ceilings and basement walls, and then you can paint as you typically would.

8. Clear your drains

Tackle any slow drains in your home before they become clogged. It’s better to snake the drain with a wire hanger, or clog remover tool, rather than use drain cleaner, which can be hard on your pipes.

9. Flush out your water heater

Once a year, you’ll need to drain your water heater or have a professional plumber come in to do it. Draining your water heater will flush out any minerals or debris in the system, ensuring it runs more efficiently.

If you’re feeling up to the task, AllState Insurance, one of the largest publicly held insurance providers in America, has a step by step guide for draining the water heater yourself.

10. Check your water bill to track water consumption

For many of us, it’s hard to detect a leak in our home until the telltale water stain appears on the ceiling. One of the simplest ways to watch for leaks and water consumption is keeping track of your bill. Take a look at your water bill monthly and compare month over month. If the number is higher than average, you might want to explore further with the help of a professional plumber .

11. Gut the gutters

Gutter maintenance should take place at least twice a year, or as the seasons change. Gutters overflowing with debris won’t do their job, and can lead to much more costly water damage. Check and clean your gutters every spring and fall, clearing away any muck, sealing any leaks, and replacing damaged gutters as needed.

This video guide from Lowe’s, one of the largest do-it-yourself home retailers in the country, will walk you through your DIY gutter cleaning basics. For two-story homes, hire a local gutter cleaner to come do the job for you. While you’re at it, get the deck professionally washed and stained and knock out your spring yard maintenance.

12. Test your sump pump

If your home has a sump pump in the basement, you should test it twice a year. Sump pumps typically last about 10 years, and with proper maintenance, could work even longer.

Check the water levels of the pump: if it’s overflowing, it’s probably not doing its job properly. Take time to clean the pump of any debris surrounding it, making sure it can do its job efficiently. Unplug and plug in your sump pump, is its energy source working properly? Nipping any issues with your sump pump in the bud can save you thousands down the line when it comes to water damage and flooding.

For more guidance, U.S. plumbing service Roto-Rooter has a step by step guide to checking and maintaining your sump pump .

13. Maintain your roof

Homeowners dread a roof replacement, but maintaining the one you have can increase its lifespan. Taking care of roof issues will also help the heating and cooling systems of the home operate more efficiently, and prevent leaks in the roof that lead to water damage.

It’s recommended to have your roof professionally inspected by a roofer twice a year.

14. Look for early signs of foundation problems

When the weather warms up, take the time to do a thorough inspection of the exterior foundation of your home. Cracks in the foundation of your home can reduce its value by as much as 15% , and taking care of these issues as you see them will ensure less costly repairs in the future. Large cracks in your foundation should be inspected and addressed by a structural engineer .

15. Wash your siding

Cleaning your home’s siding twice a year will not only boost its curb appeal, but also prolong its life. Opt to clean siding once in the spring, and again in the fall. Experts suggest renting a power washer and taking the afternoon to get the job done. But choose your pressure washer and nozzle wisely —too much pressure can lead to damage or even crumbling on the exterior of your home.

16. Touch up exterior paint

Let’s face it, when it comes to houses, most of us judge a book by its cover. Touching up the paint job on the exterior of your home adds curb appeal points, but also keeps moisture and wood rot at bay.    

Repainting your entire exterior can cost upwards of $2,000, but also yields a 51% ROI at resale, according to HomeLight’s 2019 Top Agent Insights Survey . Not ready for this large undertaking? Small touch-ups can be achieved for less than $100 .

17. Fill in driveway cracks

When the weather starts to heat up, take a look at your driveway, patio, or sidewalk for cracks in the concrete. Small cracks start to look unappealing, and resurfacing cracks the moment you find them means fewer large repairs on outdoor surfaces down the line.

Deep cracks can also raise eyebrows during a home inspection. If your concrete is cracked beyond what a simple resurfacing can repair, consider mudjacking, or slabjacking . This process, which injects a grout under your concrete slabs to raise them, typically costs around half as much as putting in a new slab.

18. Clean off your outdoor air conditioning unit

When you’re doing yard work in the spring and fall, take a few minutes to clean off your outdoor air conditioner system. Service Champions, a nearly 5-star heating and air conditioning company with over 1,300 Google reviews, has a great step by step for this task , which you can knock out between flipping burgers on the grill.

To summarize the process: gently remove large chunks of debris and muck by hand, use the soft-brush attachment from your vacuum on the fins, and spray off loose debris with the hose. Keeping your unit clean and clear means less wasted energy, and a longer lifespan.

19. Check for signs of critters

It’s important to do regular checks around both the interior and exterior of your home to look for signs of pests. Take note of cracks near your home’s foundation where furry friends could break in, or roofing issues where you might welcome some unexpected visitors. You can call in a professional pest inspector to take a look once a year as well. When it comes to detecting animal or pest issues in your home, the earlier and faster you address them, the better.

20. Trim up the trees

Branches growing too closely to your home or power lines can wreak havoc down the road. Fallen tree branches account for $1 billion in home damage annually . If you have trees on your property, bring in a professional tree trimmer once a year to assess potential issues and trim down trees.

21. Change out your HVAC filters

Changing your air filter can prolong the life of your A/C unit, make the unit work more efficiently, and maintain higher air quality in your home. If you regularly forget to check off this task, try signing up for a subscription service like FilterEasy , which sends you a new filter when it’s time to change out the old one.

22. Regularly get your HVAC professionally serviced

Homeowners can’t fake a well-maintained HVAC unit. “It’s nice to walk into a basement and see the list of every single time the HVAC was serviced because that’s when you know, people are doing it because they care for their house, not just because they’re trying to sell,” says Spaniak.

Spaniak recommends that homeowners get their HVAC and furnace systems checked by a technician in the fall and spring. Not only will this ensure you’re warm in the winter and cool in the summer, but it’ll also show future buyers that you’ve cared for your home.

23. Unclog your disposal

Disposals are a great kitchen tool, but they’re a distraction as soon as they clog up and smell. You should clean out your disposal monthly, using The Spruce’s recommended combination of citrus, salt, and baking soda.

24. Clean out refrigerator coils

To keep your favorite cooling appliances running smoothly, add vacuuming out your refrigerator’s coils to your bi-annual deep clean. Typically located at the bottom of the fridge, you simply remove the cover and vacuum out dust and debris. Looking for more detail? Worldwide appliance giant General Electric’s got your go-to guide for the task .

25. Wash your washing machine

It’s supposed to clean your clothes, but what should you do when your washing machine starts to smell? If you notice any signs of mold, mildew, or foul odors when you load and unload your laundry, check out Apartment Therapy’s in-depth guide to de-gunking and unfunking the washing machine . You can do this as often as every month.

26. Maintain your fire extinguisher

If your fire extinguisher doesn’t work in a time of emergency, it’s not really worth having. Make a note to check your extinguisher annually. Keep it clean, check for physical damage, and check its pressure. Nationally recognized insurance agency AllState has an in-depth guide to fire extinguisher maintenance.

27. Remove lint and build up from your dryer vents

Cleaning out your dryer vent (and we don’t mean just removing lint from the filter, but cleaning out that vent crevice) not only keeps the appliance running efficiently, increasing longevity, but it also will keep your dryer from sparking a fire.

More than 29,000 homes a year catch on fire from the lint build up in the dryer’s vent , according to the U.S. Fire Administration, and a clean vent is just another indicator to future home buyers that you’ve cared for even the smallest details in your home.

Using a kit, a vacuum cleaner, and some elbow grease, you can clean the dryer vent yourself.

28. Inspect your window and door seals

Once or twice a year, take the time to seriously inspect the sealing around your windows and doors . Small cracks and fissures can lead to an inefficiently heated or cooled home, which in turn can overwork your systems.

29. Do a home energy audit

According to Energy.gov, homeowners waste on average $200-400 of their energy bill annually on drafts and air leaks. Consider doing a home energy audit annually to see where you’re pouring dollars down the drain when it comes to efficiency.

30. Fix scuff marks on interior walls with a little paint

Scuffs and marks on the wall are par for the course in a lived-in home, but touching up wall paint once a year will ensure these marks don’t get out of hand. If and when you decide to sell your home, once of the first things you’ll have to take care of is touching up wall paint—so why delay?

Worried about finding the matching shade? Sherwin-Williams has a how-to guide on matching paint shades for home touch-ups.

An ounce of prevention…

Now you’re ready to get to work. Home maintenance can seem like an avalanche of to-dos at first, but remember, you don’t have to do this all in a day. Use HomeLight’s home maintenance calendar , or create a spreadsheet of tasks to complete month by month . The key is not waiting until there’s an issue to do something. A little prevention will go a long way when it comes to home maintenance.

Article Image Source: (Dan Smedley/ Unsplash)

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A Guide To Property Maintenance & Home Repair Costs In 2022

What is property maintenance? | Why is home maintenance important? | Average property maintenance costs | Calculating home maintenance budget | Pros of property maintenance professionals |

The first step in home ownership is purchasing a property, and the second is maintaining it. If you look around any neighborhood, you will notice some homes are better cared for than others. To keep your living space nice and maintain its value, you must maintain the property and make repairs when necessary.

If you act on repairs and maintenance right away, it won’t cost too much out of your pocket to get things taken care of in your home. If you wait, fixes can cost a lot of money. This guide will cover everything you need to know about maintaining your property and the cost of property maintenance in 2022.

What Is Property Maintenance?

Property maintenance is the act of keeping a location in ideal condition. This condition involves comfort and function. You may need to perform reactive tasks in an active case of trouble to prevent bad things from happening.

Here are a few tasks you might encounter in property maintenance:

Common area maintenance: This action includes taking care of locations where everyone walks, from stairs to kitchens.

Pest control: Keep pests and rodents away from your house and get rid of any currently inside.

Interior maintenance: Watch the inside of the home, from plumbing systems to peeling wallpaper.

Exterior maintenance: Care for various exterior items, from graffiti to the bushes that line the outside of the home.

Trash and recycling: Ensure garbage and recycling move into different bins for the benefit of your home.

Safety checks: This action includes checking various safety concerns, such as smoke detectors and electrical connections.

It’s critical to perform property maintenance whenever possible. A home is like a growing child – you must care for it. If it’s your first time owning a house, property maintenance should be in your vocabulary. It’s essential for the future of your property and potential investors in years to come.

Why Is Home Maintenance Important?

Home maintenance is critical for many reasons. You get to live in a home that looks incredible and keep up the appearance for people who may purchase it in the future. It’s vital to care for your home, inside and outside.

Unfortunately, it can cost a lot of money to maintain your home. It’s critical to have a budget for maintaining your home to ensure you can keep it pristine on the inside and the outside. It’s vital for you and the people that live around you in your neighborhood.

What Is Included In Home Maintenance Costs?

There are many items to consider when it comes to home maintenance costs , and there are several items you can count on to require maintenance at some point.

Here are a few items included in your home maintenance costs:

Repainting walls, inside and out

Caring for the lawn and other shrubberies around the house

Old roofs with falling shingles and holes from poor weather

Wiring and other electrical items that could arise

Clogged gutters, whether with leaves or animal items

Aging ceiling fans and the lights inside

Peeling wallpaper and broken countertops

Unaligned doors and steps

These can take a sizable chunk out of your profit margin.

Put aside a chunk of your income to prepare for home maintenance. Something will inevitably arise, and it makes more sense to save now than to spend all your money and not have enough to pay for fixes that appear in the future.

If you can’t save your income, find ways to put money to the side. Invest in cheaper groceries, cancel a streaming service you don’t use, or wear your old clothes instead of purchasing new ones. There are many ways to keep additional funds in a separate account.

Average Home Maintenance & Repair Costs

There are costs associated with home maintenance that are critical to consider. Is there one you think your home might experience more often than another? Make sure you take as much preventative action as possible and set aside money to ensure you can cover the trouble when it appears.

Here are a few of the average home maintenance and repair costs:

HVAC: $110-$200 annually; $3,000-$6,000 for replacement

Water heater: $80-$100 annually; $750-$1,400 for replacement

Gutters: $75-$150 annually; $1,000-$2,500 for replacement

Fireplace: $125-$375 annually; $400-$$2,000 for replacement

HOA fees : $250 monthly maintenance; $10,200 for five years

Repairs and general maintenance: $170 monthly maintenance; $10,200 for five years

Lawn care and snow removal: $130 monthly maintenance; $7,800 for five years

Costs for home maintenance will add up, especially if you have a ton of little payments you need to make over time. The way prices add up solidifies the necessity for saving for unexpected fees over time. Ensure you have something on the side for the future.

What Impacts Your Average Monthly Home Maintenance Costs?

There are always factors that can impact your monthly home maintenance costs. Of course, you can’t see the future. It’s still critical to know what can affect the costs to help you better prepare for what could happen.

Here are a few items that could affect your average monthly home maintenance costs:

Location of your home: Location matters. Are you close to a mountain? Does your place rest by an ocean or a fast-running river? If you are close to damaging conditions, you could pay more for monthly home maintenance costs.

Age of your home: The older the home, the more things will fall apart. Newer homes require fewer maintenance costs since everything is brand-new.

Condition of your home: If your home is falling apart, you need to pay more to maintain it than one in excellent condition. That’s why it’s vital to be proactive with your maintenance.

These can have drastic impacts on your monthly maintenance costs.

If you have an older home in bad condition in a place that experiences awful conditions, you need to save more than someone who occupies a nice home in a location with excellent weather. If you don’t want to pay a lot of money for your home maintenance, invest in a newer home with a drier climate. Check the condition of the home before you buy for the best result.

How Weather Impacts Home Repair Costs

Weather is one of the biggest dangers when it comes to home damage. In an instant, mother nature can take a gorgeous house and turn it into a pile of ashes. You never know what will happen – but you can understand how the weather might affect the cost of your home repairs on the market today.

In the colder months, you may find issues that were fine in the summer become much worse, much faster. Ice and snow can cause the structure to falter while killing plants and expanding cracks in glass. Pipes can burst, and ice in your gutters can create extreme blockages.

Warmer, humid months have similarly poor effects on your home. Mold and mildew love this weather and will find their way inside cracks and crevices. Your roof and walls will constantly be wet and dry, over and over again.

The best place to live for your home is in a location with mild weather. Everything will stay in excellent shape for longer if they don’t have to deal with extreme weather conditions. Cold and humidity are nightmares for homes and everything around them. Take care if your home experiences either of these conditions.

How To Calculate Your Home Maintenance Budget

To ensure you maintain your home to some degree, you need to calculate a home maintenance budget . This number should allot a portion of your income every month for repairs, inside and out.

Here are a few items to consider when determining your home maintenance budget:

Ten percent

Square foot rule

One percent rule

These will help you keep some money aside for repairs, proactive and reactive.

It might seem like a pain to set aside part of your income for home maintenance every month. However, it will be worth it when you run into trouble with a part of your house. A budget can be a lifesaver.

The 1% rule is one of the best ways to save up money on property maintenance and home repair costs. This idea is simple – set aside 1% of the home’s original price point for repairs and other maintenance necessities you need.

Let’s say you purchased your home for $250,000. That would mean setting aside $2,500 a year for your home, or about $209 a month for home repairs.

Of course, other factors can contribute to the cost of your home. Consider all the price factors to find the ideal amount to set aside for the sake of your home and potential costs for maintenance and repairs. It’s a solid rule to live by and provides a standard to keep intact.

If you don’t like that rule, there are others to try out. Let’s talk about the square foot rule.

Square Foot Rule

The bigger the home, the more likely you will have to pay for maintenance and repair costs. The square foot rule considers this factor. You should set aside about $1.00 per square foot to ensure you have enough to care for the entire property when the time comes.

For example, a 5,000-square-foot home would require saving about $5,000 a year. That costs an average of $417 a month. That way, you can ensure you have at least $12.00 per square foot if the need arises.

The square foot rule makes it easy to know how much you should put aside. It also ensures every bit of your house has coverage if a crisis appears. If you don’t like that one, there is one other budgeting tactic you can try for the benefit of your home.

Set Aside 10%

Everyone has expenses every month. The set aside 10% rule takes this fact of life and turns it into a way to keep money in your account for home maintenance in the future. You should take 10% of your monthly expenses and put them in an account for repair costs in the coming months.

Take 10% of every payment in a month and add it to an account. For example, $2,500 on a mortgage in a month means putting $250 to the side for potential repairs in the future. That doesn’t mean paying less for your monthly expenses – it means adding more to your savings for maintenance and repairs around the home.

It might seem impossible to set aside 10% for repairs. However, you may have to pay that money anyway. Why not put it to the side now, so you feel prepared if a need arises for fixes? It doesn’t have to be hard to save and it’s better now than later.

Try each of these options to determine which is ideal for your life. Some people excel at different techniques more than others.

Should You Hire A Property Maintenance Professional?

A property maintenance professional can help you make the right choices when it comes to caring for your home. They also can for the home. Should you hire a property maintenance professional? What are the benefits of this position?

Here are a few benefits that come with hiring a property maintenance professional:

Cost-effective: The property manager puts in lots of work for a price often more affordable than repairs.

Timesaving: A property manager saves you time on projects and repairs that would otherwise feel impossible to complete.

Professional: Project managers are good at what they do and can provide more than your DIY repairs.

Ease: A property maintenance professional gives you peace of mind.

If you can afford them, they come in handy.

There is a difference between a property management professional and a property management company. Let’s talk about the secondary.

Should You Hire A Property Management Company?

A property management company is different. They help manage more than the maintenance. They work with tenants, create leases, do screenings, and more.

If you want to rent out your place, you need a property management company. They will ensure maintenance is in an ideal spot while keeping tenants in control as they operate within the confines of your property.

How To Hire A Property Manager

If you decide you need a property manager, you need to find one first. It’s critical to get out there and do your research to find a person who will care for your property the best.

Here are a few steps to consider when hiring a property manager:

Ask for referrals: Look for friends or co-workers who use a property managing service. They can help you find the right one.

Compare costs: Place costs next to each other to determine which is most affordable for what you need.

Look at their properties: Examine the properties they are in charge of to see if they do their work well.

Examine their lease agreements: Look at their lease agreements to get an idea of their legal standing beforehand.

Interview: Talk to a person or company before you let them have the job.

With a professional, you don’t need to worry as much about staying on top of home maintenance or managing people that live in the property. They will help you keep things in order on the inside and outside of your living place.

Home maintenance is critical if you are a homeowner. You must be proactive and reactive to troubles, inside and outside the house. Being active will help you live comfortably, provide a good look for your neighborhood, and make an appealing look for potential buyers in the future. It’s critical to set money aside for this endeavor every month.

It might seem like a bother to set aside money, but it’s critical. If you live in a cold or humid climate, you will deal with property maintenance more often than someone in a mild environment. The more prepared you are for maintenance, the better your home will fare in the future. Take care of your house, and it will care for you.

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Property Maintenance Guide for Property Managers

Shannon Hurlman

Sales Manager - Second Nature

Property management maintenance is one of the most important parts of the resident experience. But it’s also costly and difficult to control. We’ve heard from hundreds of property managers that maintenance can be one of the most unpredictable parts of their job – and one of the biggest headaches for residents, property managers, and real estate investors.

Triple headache!

Of course, the unique frustrations and challenges of rental property maintenance also mean that an effective strategy can become one of the most outstanding differentiators for a property management company. 

So how do leading PMCs take their routine maintenance practices to the next level? How can PMCs turn that triple headache into a triple win?

Here’s what we’ve learned from years of working with PMCs.

What is property maintenance?  

Property maintenance is everything involved in ensuring your properties are in excellent shape and any issues are repaired in a timely manner. Property managers take responsibility for maintenance in most cases, and their tasks include both preventive and responsive maintenance.

Property maintenance may include:

• Resident maintenance requests
• Servicing and repairing HVAC systems
• Pest control
• Landscaping
• Painting and repairs

Maintenance is critical to the resident experience, to keeping a property fully functional, and to ensuring safety and quality of life. Failure to follow through on maintenance can result in serious consequences.

Property managers must balance their residents' needs and their investors' goals. For example, what if an investor isn’t interested in putting a whole lot of maintenance or repairs into a specific property – but the resident wants a higher level of service?

Another layer of complexity is the round-the-clock nature of maintenance tasks. You don’t know when a roof will spring a leak, an HVAC system will go haywire, or a dishwasher will give up the ghost. Property managers have to juggle on-call hours, after-hours, increasing work orders, and emergencies all the time.

Benefits and challenges of property management maintenance

That’s all easier said than done! Property management maintenance is uniquely challenging. It’s unpredictable, almost always urgent, and involves several stakeholders and fluctuating pricing. 

Bottom line: How do you build solutions that support your team, the resident, and your investor? Let's look at both the benefits and challenges of property management maintenance.

Benefits of property management maintenance:

• Extending the life of properties and equipment  
• Reduced costs
• Ensuring resident health and safety
• Boosting the resident experience with high-quality homes
• Avoiding liabilities and accidents
• Increasing property value
• Happier tenants!

Challenges of property management maintenance:

• Prioritizing reactive and preventive maintenance
• Increased expenses and maintenance costs
• Delegating tasks to your team
• Managing resident expectations
• After-hours and emergency work is 24/7
• Balancing investor's goals and resident's needs

Examples of maintenance in property management   

Here are some top examples of property management maintenance company services for single-family homes.

Spring property maintenance checklist:

• Check gutters and downspouts for blockages left over from the winter
• Check interior for any mold or mildew growth
• Start prepping landscaping for summer with new flowers or shrubs

Summer property maintenance checklist:

• Clean window wells, gutters, and downspouts
• Find and fix any gaps in windows, doors, and walls (to keep out pests and ensure HVAC efficiency)
• Maintain yard and landscaping if that's within your responsibility
• Increase watering frequency
• Prune trees and any hazardous limbs
• Check outdoor lighting
• Pressure wash and repair outdoor areas/decks

Fall property maintenance checklist:

• Check the roof and exterior for leaks or repair needs
• Clean chimney for cold weather
• Clean gutters and downspouts again
• Prep landscaping for winter
• Remove dead leaves, branches, etc.
• Prep sprinkler system for winter

Winter property maintenance checklist:

• Ensure roof is in good state for winter
• Check batteries in smoke and carbon monoxide detectors
• Ensure pipes, windows, and doors are insulated
• Cover and winterize outdoor areas, including pools and pipes

What to look for in property maintenance workers? 

When property management companies consider hiring in-house maintenance workers or contracting with property maintenance services and technicians, there are several key qualifications and skills to look for. These not only ensure efficiency and quality in maintenance tasks but also contribute to the overall safety and longevity of the property.

Here’s a checklist of what to look for:

• Experience in Managing Repairs: Look for a proven track record in handling a variety of repair tasks. This includes the ability to diagnose issues quickly and provide effective, long-lasting solutions.
• HVAC Systems Expertise: Essential knowledge in maintaining and repairing HVAC systems is crucial, given their complexity and how important they are to resident comfort.
• Boiler Maintenance Skills : Expertise in maintaining and repairing boilers, especially in regions with colder climates where heating systems are in constant use.
• Installation Abilities: Proficiency in installing various types of equipment—ranging from basic fixtures to complex machinery.
• Electrical and Plumbing Knowledge: A solid understanding of basic electrical and plumbing systems ensures that routine issues can be addressed promptly and safely.
• Certifications and Training: Relevant certifications or completed training courses in property maintenance or specific systems (like HVAC or electrical work) add credibility and assure competence.
• Problem-Solving Skills: The ability to think on their feet and creatively solve unexpected problems that arise during maintenance work is key.
• Communication Skills: Clear communication with property management team and tenants is essential, especially when coordinating repairs and addressing tenant concerns.
• Attention to Safety: A strong focus on safety protocols to prevent accidents or property damage, including adherence to all relevant regulations and guidelines.
• Customer Service Orientation: Since maintenance technicians often interact directly with residents, a friendly demeanor and strong customer service skills are important for maintaining tenant satisfaction.

By ensuring that your property maintenance workers or contracted technicians meet these criteria, property management companies can maintain high standards in property upkeep, leading to satisfied tenants and well-maintained properties.

What should an ideal property management maintenance solution have?

We’ve spoken with leading property managers across the industry and collected some of their best tips for taking the puzzle of property maintenance and delivering next-level service and experiences.

Here are three key steps they’ve shared for leveling up when it comes to property maintenance.

1. The right team

Getting the right “who” is critical before addressing the “how.”

We spoke to leading property management consultant Kevin Hommel about what he looks for in his property management team. He looks for people who are proactive, self-driven, and resilient in the face of complex problems. Maintenance is no exception. A self-driven team will always aim to be proactive rather than reactive.

Hommel says: 

“I would rather find somebody who is going to come in and hustle – even if I have to teach them everything about property management – than find somebody who's a property management expert but has the wrong attitude. It's going to be a completely different experience.”

The benefits of finding the right full-time or part-time team are twofold: First, you’ll produce better work and better service. Second, a trustworthy team helps you focus on bigger strategic opportunities. As a property management business owner, you should be free to focus on 10X opportunities rather than get bogged down in day-to-day tasks.

Peter Lohmann , Co-founder & CEO of RL Property Management, says it this way: 

“In property management, a lot of us are in the habit of wanting to know what's going on at all times – every rental application, every maintenance request, works orders, every disbursement amount. But I would challenge everyone to step back from that and ask yourself, ‘Why?’ The need to ‘stay plugged in’ is not going to help you unlock growth for your company. Time to work on 10x opportunities instead.”

By hiring a team you can trust, you’re setting your residents up for success. You know they’ll be taken care of, and you can focus on higher goals to improve your resident experience overall.

2. A clear process for managing requests

After setting up your team – and before we get to the tools you can use to support them – we need to talk about the process. Every property manager we’ve spoken to is bullish when it comes to getting your processes right. 

Lohmann again :

“(It’s important to) do things in a standard way throughout your business. The more exceptions and one-off arrangements you make with the property owner and tenants, the harder this becomes. Your priority should be to standardize all your contracts and operating procedures so you can innovate around a small number of core processes that apply to every unit you manage.”

This is more than just having a maintenance checklist. The best way to build a process is to approach it from the lens of the resident experience. The most successful property managers set up maintenance processes by asking themselves what the resident wants and needs:

• What’s the easiest way for a resident to report an issue?
• In what way do residents like to communicate with me or hear from me?
• How can I best keep residents informed?
• How can I bring speed and convenience to residents?

Using an experience lens to build or update property maintenance processes can help you see new opportunities.

3. The right tools and technology

Automation and AI are some of the newest ways to support your team and improve functionality. No-code tools and app integrations help connect workflow, client management, communication, and task tracking. No-code tools are products that enable those of us with no coding experience to build digital solutions for every part of our workflow. Property managers can use no-code tools to design their websites, build online content, create email campaigns, or set up automated task tracking, communication, and more. 

In terms of property maintenance, PMCs can now use accounting platforms with native portals for maintenance requests or adopt maintenance solutions platforms like Meld. These solutions offer customizable automation where you can track tasks, deadlines, time, vendors, costs, and employee responsibilities. With just a few clicks, automation helps cut out manual work like:

• Creating a New Property Checklist every time you add a new door  
• Populating data fields in your CRM
• Assigning the correct tasks to the correct people
• Sending an email to a property investor with updated information
• Sending maintenance reminders
• Tracking safety checks and code enforcement

Property management software and partner solutions run the gaut. They can include features like:

• Tenant portals for maintenance requests and more
• 24/7 and after-hours call center services
• Accounting platforms 
• Self-help video libraries and knowledgebase platforms

Technology ultimately brings greater speed, convenience, and ease to you and your residents.

4. A resident benefits package

Whether you’re already implementing automation or if that feels a long way off, we still haven’t addressed one of the best tools for boosting resident experience: the resident benefits package or RBP.

An RBP is considered by many property managers as the most powerful, profitable step to impact the resident experience. And it is the only one that generates revenue while also creating operational efficiency.

RBPs provide tools like filter delivery service, identity protection, rewards programs, on-time rent incentives, credit building, move-in concierges, insurance , and more. 

Here’s just one example: The National Rental Home Council (NRHC) surveyed 7,772 single-family residences over 18 months to analyze the frequency of resident HVAC service requests with and without HVAC filter delivery service. 

Second Nature delivered HVAC filters every 60 to 90 days in a date-stamped box with illustrated instructions and sent emails with tracking information and educational content before each delivery. Overall, there was a 38% reduction in HVAC-related ticket requests among the group that received filter delivery—a result achieved without creating any additional work for the property management company. 

Resident benefits packages help standardize benefits in a cost-effective way across all your properties. With an RBP, you know every resident is getting a level of service that feels high-touch but doesn’t create any extra work for your team. RBPs strengthen communication, transparency, self-service, and speed – in other words, the resident experience and relationship. 

How to effectively manage a property maintenance team

Managing a property maintenance team efficiently is key to ensuring your properties are well-cared for, and your residents remain satisfied. From scheduling tasks to fostering teamwork, every aspect plays a crucial role. In this section, we'll break down essential tips into actionable strategies to help you lead your maintenance team effectively.

Establish Clear Communication Channels

Effective communication is the backbone of successful team management. Establishing clear channels for reporting issues, discussing solutions, and sharing feedback ensures everyone is on the same page. Use digital tools like email, messaging apps, or property management software to streamline communication.

Implement a Scheduling System

A well-structured scheduling system is crucial for organizing maintenance tasks. Make sure your maintenance team uses digital calendars or maintenance management software to allocate tasks, set deadlines, and track progress. Ensure their schedules are flexible enough to accommodate emergency repairs while maintaining routine maintenance work.

Prioritize Tasks Based on Urgency and Importance

Not all maintenance tasks carry the same weight. Prioritize issues that directly impact resident safety and comfort, such as HVAC problems or plumbing leaks. Regular maintenance can be scheduled around these more urgent tasks to ensure efficiency without compromising on critical repairs.

Use Technology for Efficiency

Leverage technology to automate reminders, maintain records, and manage work orders. Property maintenance software can significantly reduce manual administrative work.

Regularly Evaluate Performance

Conduct regular assessments of your maintenance vendors. Use these evaluations to identify areas for improvement, acknowledge accomplishments, and set goals for future growth.

Encourage Feedback from Residents

Residents are often the first to notice maintenance issues. Encourage and facilitate easy ways for them to report problems. This feedback can be invaluable in identifying areas that need attention and enhancing resident satisfaction.

Plan for Preventive Maintenance

Instead of always being reactive, schedule regular preventive maintenance checks. This proactive approach can significantly reduce the frequency of emergency repairs and extend the life of property assets. Building in solutions like a Resident Benefits Package can bring residents on board with prevention strategies, too.

Balance Workload Fairly

Ensure that the workload is evenly distributed among team members if your team does the maintenance work. Overburdening certain individuals can lead to burnout and reduce the overall efficiency of the team.

How does a Resident Benefits Package help reduce maintenance needs and costs?

Managing single-family properties presents unique challenges, particularly due to the fact they're generally scattered-site management. This setup can make regular maintenance a logistical and financial burden for SFR property managers. But a well-structured, fully managed Resident Benefits Package (RBP) can make a huge difference in alleviating those challenges. 

At Second Nature, we built an RBP with integrated solutions that support and empower residents to take better care of the properties themselves. This helps reduce maintenance needs over time.

Take air filter delivery: Simply subscribing to HVAC filter delivery can reduce HVAC ticket requests by 38% and save hundreds in energy bills.

Another example is pest control . On-demand pest control can ensure residents deal with pest issues immediately. Instead of paying for expensive prevention, you can be sure actual issues are dealt with before they escalate.  

Or, consider resident rewards. With a built-in rewards program, property managers can customize the behaviors they want to encourage. Small preventive tasks or maintenance checks can be included in those incentives. 

Maintenance, tracking down vendors, invoicing work orders, etc., will always be a part of the property manager's life. But with an RBP, you can significantly cut down on the time and money you spend on a maintenance team. 

Why property maintenance can make or break your success as a PMC

You’ve heard this from us before, and you’re going to hear it again – it’s all about the resident experience. Retention depends on it. 

Consumers today are looking for products that can offer them:

• Ease and convenience: Thanks to companies like Uber and Amazon, consumers are now used to having solutions at their fingertips – or the click of a button.
• Personalization: With our data everywhere, we’ve all become accustomed to brands that know us more intimately than ever before.
• Automation or speed to answer: Smart homes and connected devices can solve problems remotely and quickly. Even though PMs aren’t robots, we see more PMs solving with digital solutions and proactive services like resident benefits packages that anticipate and deliver on residents’ needs before they become problems.

The modern resident has different expectations than the generation before. The “convenience economy” has come for us all. Residents don’t just expect to have maintenance issues resolved. They expect management services to provide a certain level of ease, comfort, familiarity, and convenience. 

Of course, maintenance work has obvious urgency: Nobody wants to live with a clogged toilet, a leaky faucet, no hot water, backed-up gutters, etc. But emergency repairs are now the minimum that property managers provide. 

Property management maintenance is integral to the resident experience – and one of the primary ways to set your business apart. We’re not just looking for “good enough” – we’re looking to answer the question: “How do we create experiences so good that residents never want to leave?”

Regarding rental property upkeep, delivering on that question will involve many factors:

• Safety first: Safety is the baseline for all properties. If residents don’t feel safe, they are not likely to stay. Staying on top of carbon monoxide detectors, leaks, etc., is paramount.
• Timeliness: According to Ray Hespen, “the biggest leading indicator for resident satisfaction is speed.”
• Transparency: Whether through an online dashboard, text communication, or other tools, residents expect to know what’s going on with their homes.
• Preventive maintenance: We have to go beyond reactive maintenance. Processes that prevent issues from occurring can save time and money and boost the resident experience . We’ll talk about how resident benefits packages can deliver this for PMCs.
• First-time fixes: Nothing is more frustrating than getting something fixed only to realize the maintenance team didn’t actually resolve the issue.
• Communication: Residents don’t want to explain themselves or the problem several times to different parties like the property manager, the vendor, etc. 
• Self-service: Many residents like the control and convenience of self-service options like air filter delivery or online payment portals.

These are the characteristics we’re seeing across some of the most successful property management companies – the PMCs standing out from the crowd.  

How to reduce property maintenance costs

Maintenance costs can quickly spiral if not carefully managed, but with strategic planning and smart practices, you can significantly reduce these expenses without compromising on quality or resident satisfaction. Let's dig into a few practical tips that will guide you on how to efficiently lower your property maintenance costs, ensuring your operations remain both cost-effective and top-notch.

Implement Preventive Maintenance

Proactive maintenance can significantly reduce long-term costs. By implementing services that protect key elements like HVAC systems, plumbing, and electrical circuits, you can prevent minor issues from becoming major expenditures. Services like air filter delivery create excellent return on investment when it comes to prevention like this.

Use Energy-Efficient Solutions

Invest in energy-efficient appliances, lighting, and HVAC systems. These not only reduce energy costs but also tend to have a longer lifespan and lower maintenance requirements. Consider LED lighting, energy star-rated appliances, and smart thermostats to boost efficiency and cut costs.

Train Staff on Basic Repairs

Equip your team with the skills to handle basic repairs in-house if it makes sense for you in terms of time and cost. Training staff to fix common issues like minor leaks, electrical faults, or appliance glitches can save on expensive contractor fees. However, ensure more complex tasks are left to professionals.

Negotiate Contracts with Vendors

Establish long-term relationships with trusted vendors and negotiate contracts for regular maintenance services. Buying services in bulk or agreeing to long-term contracts can often result in significant discounts. Ensure these vendors are reliable and offer competitive rates for their services.

Monitor and Manage Inventory Efficiently

Keep a close eye on your inventory of maintenance supplies if that's something your team manages. Bulk purchasing of frequently used items can save money, but be wary of overstocking, which can lead to waste. Use inventory management software to track usage and avoid unnecessary purchases.

Optimize Use of Technology

Leverage technology for maintenance management. Use property management software to track maintenance requests, schedule work orders, and monitor expenses. This can help in identifying patterns or areas where costs can be trimmed without compromising on service quality.

Conduct Regular Financial Audits

Regularly review and audit your maintenance expenses. This practice can help you identify areas where you may be overspending, spot inefficiencies, and adjust your maintenance strategies accordingly to ensure cost-effectiveness.

How thousands of property managers are approaching the future of maintenance and resident experience

A property manager’s ability to respond to maintenance needs proactively can have a massive impact on renewals and referrals. We’re sure every property manager has stories of how maintenance can make or break the resident experience and company growth.

Innovative property managers set themselves apart by building teams and systems that go above and beyond for the resident experience to create a Triple Win. They create systems that proactively address maintenance, apply technology to support their teams, and provide fantastic benefits to residents. 

If you want to build a differentiated resident experience people pay for and stay for, learn more about our Resident Benefits Package or subscribe to our podcast for regular insights from the PMC world.

Maintenance

Keep learning

Why offer a tenant benefits package?

In the residential real estate sector, like everywhere else, residents and property investors alike are getting younger – and with this generational shift comes expectations for a certain level of convenience and support. To put it bluntly, today’s residents want their needs proactively anticipated. It’s something they're willing to pay (and stay) for. That’s where a tenant benefits package comes in. In this article, we’ll explore what a tenant benefit package is, how it improves the experience for both property managers and tenants, and crucial mistakes to avoid. Before we get into the details, we want to give a shoutout to our very own “Resident Benefits Package” – which is how we refer to the benefits comprised in the “tenant benefits package.” “Tenant” is not yet a legacy term, but we here at Second Nature are trying to evolve it. That’s because, in our experience, property managers work hard to make renters feel like they’re not just parties to a contract – they’re residents. On one hand, this is just humans being humans, but on the other hand, it also encourages them to invest in care for their new home and add value to the property. Ready to get started now? Build your Resident Benefits Package today. What is a tenant benefits package? A tenant benefits package is typically a bundle of services, conveniences, and provisions offered by a property manager on top of the basic lease agreement. They represent a triple-win situation for property managers, residents, and property owners, as they enhance the overall rental experience, generate additional income, and protect the real estate investment. It might include conveniences such as online monthly rent payment options, or portals for submitting maintenance requests and tracking their status. It could also include various financial perks, such as credit rating improvements that are contingent on on-time rental payments, or discounts on nearby services such as fitness centers. It might also include amenities ranging from move-in concierge or utility set-up services, to identity protection services, to HVAC filter delivery. The cost for resident benefits packages is typically included in the lease and added as a monthly fee, with the fee being dependent on the specific benefits. Indeed, the benefits contained in a tenant benefits package will vary depending on the property manager and the type of rental property. The overall goal is to provide tenants with an enhanced quality of life while simplifying the experience of renting. At Second Nature, we pioneered the only fully managed resident benefits package, in response to PMs who wanted to make their business stand out. Our RBP includes an array of services and supports for residents, from filter delivery to credit building to maintenance. Why should property managers offer a tenant benefits package? Beyond the triple-win considerations mentioned just above, there are compelling and concrete reasons why property managers should offer tenant benefit packages. We'll turn to these now. Ancillary revenue Some tenant benefit packages include optional services or add-ons that can generate additional revenue streams for the property manager. This might include things like renter insurance or HVAC filter delivery. Resident experience Tenant benefit packages deliver numerous savings and value to tenants, beyond the value they would get if they were obtaining the same benefits "à la carte." Additionally, by offering additional services and conveniences, benefit packages can make tenants feel valued and more satisfied with their living experience. For instance, maintenance hotline requests, tenant portals, and air filter replacements all make life easier. Add-on services like identity theft protection can offer a sense of security. And discounted renters insurance coverage, utility concierge services, or other perks can save tenants money. Decrease tenant turnover and vacancy rates In a competitive rental market, tenant benefit packages can be a major differentiator toward boosting retention rates and reducing vacancy rates. Properties that offer these packages can also attract a wider pool of qualified tenants, and potentially command higher rents. Note that certain benefits in the package, like online rent payments and maintenance requests, can automate tasks and free up the property manager's time. This allows them to focus on more value-added initiatives. How does the tenant benefits package improve the tenant experience? Tenant benefit packages can significantly improve tenant satisfaction in several ways, by making life easier, more convenient, and potentially more affordable. For instance, if an online portal (a baseline feature for most property management software) is included for rent payments and maintenance issues and requests, this eliminates the hassle of writing checks or waiting on hold to speak with someone about a clogged drain. In other words, tenants have the peace of mind of knowing they can manage their tenancy 24/7 from the comfort of their own devices. Some packages might include features like filter delivery services or regularly scheduled HVAC maintenance. This frees tenants from having to remember these tasks – and ensures their apartment is well-maintained. Certain packages might also offer "verified vendor" services – in other words, a vetted vendor network that can help provide a more secure feeling to residents when service providers are on-site. On the financial side of things, a benefits package might offer discounts with local suppliers for various goods and services, or on a renters insurance policy obtained through the property manager (with applicable waivers for residents who have their own insurance). This can save tenants money on a necessary expense. Some packages also help residents with their credit scores via credit reporting and credit building services, so they can transition from renting to home buying when the time is right. The idea is that the credit reporting program reports on-time rent payments automatically to all credit bureaus, helping residents build their credit simply by paying their rent on time. Some benefit packages include resident rewards programs that represent a powerful and positive incentive for on-time rent payments, including gift cards or cash. As far as living perks go, packages sometimes include added benefits such as access to fitness centers or community events. This provides tenants with additional spaces to relax, socialize, or stay healthy. Packages can include security deposit alternatives that serve to provide a means for residents to be financially liable for damages without having to pay a significant lump sum upfront, such as pure insurance, surety bonds, and ACH authorization programs. Ultimately, tenant benefit packages create a more professional and responsive image for the property management company, which helps tenants feel valued and allows them to experience a smoother, more stress-free rental experience. What are the mistakes to avoid when offering tenant benefits packages? Property management companies should take care to avoid certain pitfalls when implementing tenant benefit packages to ensure they are providing true value to tenants as well as delivering profitability to the PM company itself. For instance, it's important to ensure that the services you're offering are actually relevant to your target renters. For example, young professionals might appreciate discounts on gym memberships, while families might prefer pet-sitting services. You should also take care to clearly communicate what's included and not included in the package to new residents. Don't oversell the benefits – focus on how they genuinely improve the living experience. It's also very important to set realistic expectations for response times on standard maintenance requests, emergency maintenance requests, or virtual concierge services. Likewise, be clear on all available payment methods, as well as rent due dates, late fee structures, and any associated payment processing fees. If your package includes services from third-party vendors, ensure that these vendors are reputable and reliable. Research their customer service record and responsiveness to ensure a smooth partnership and a positive experience for tenants. Above all, regularly monitor the usage of different benefits within your benefits package. This can help you refine your offerings and ensure you're not spending where spending is not required. Looking for a Resident Benefits Package? If you’re looking for a “plug and play” resident benefits package, Second Nature’s RBP is the way to go. Designed to be easy to implement and simple to use, all the services it includes are managed by Second Nature – which means there’s no day-to-day upkeep required from the property manager: Second Nature keeps it running. It’s a simple way to grow your business and create great experiences that residents will pay and stay for. Learn more about our fully-managed Resident Benefits Package.

10 Steps to Onboard New Tenants

For property management companies, new tenant onboarding represents a cornerstone of the "Triple Win" philosophy we advocate here at Second Nature. That's because an optimal process benefits all parties. First, a smooth onboarding experience fosters tenant satisfaction and delivers winning conditions for a positive tenant relationship with their new home. It recognizes their role as property residents rather than transactional entities, and sets a positive tone for their experience with the property. It also demonstrates professionalism and competence on the part of the property management company, which not only boosts your brand, but also enhances your ability to attract potential tenants in the future. Finally, it protects the real estate property owner: Clear communication of lease terms, expectations, and maintenance procedures helps reduce the risk of issues such as late payments, property damage, or misunderstandings. But how do you actually optimize the onboarding process? Today we'll look at standardized procedures you should implement to ensure consistency and a positive outcome for all. Note on language: "Tenant onboarding” is an industry term used from time to time. But we here at Second Nature are trying to evolve the word "tenant." We’ve seen the incredible work property managers do day in and day out to make renters feel like they’re so much more than just a tenant – they’re residents. Making renters feel like residents isn’t just philosophical, it also encourages them to invest in care for their home and add value to the property. This is why, at Second Nature, we prefer to call tenants “residents.” Like you, we think of them as people first – making your property their home. 1. Run background checks, collect and verify all tenant information The onboarding process starts with thorough tenant screening and background checks on prospective renters. The process of ensuring the accuracy of tenant information can be time-consuming, so this is where you will realize the greatest efficiencies as you optimize the process. Start by leveraging screening and credit check/credit score service providers to assess a tenant's financial responsibility and ability to meet rent payments, as well as identifying any prior evictions or tenancy issues. Criminal background checks, run in accordance with fair housing laws and anti-discriminatory practices, can uncover potential red flags that may represent risks to the property or other tenants. You should also use standardized application forms that clearly request information such as: full legal name, contact details, and date of birth employment information and income verification (via recent paystubs or employer contact details) previous rental history, including contact details of prior landlords emergency contact information Directly contact previous landlords and employers to confirm details provided by the prospective tenant, and verify the government-issued photo ID (driver's license or passport) they supply to confirm their identity. Consider offering an online application portal where tenants can submit their information and upload documents securely. This allows for faster processing and reduces manual data entry (and therefore reduces the risk of errors). Again, ensure that all screening processes comply with fair housing laws to avoid discrimination based on protected characteristics. 2. Explain the lease and sign the agreement It's critical for all parties that you be transparent and clear about lease terms. To achieve this clarity in a repeatable, standardized way, consider structuring the process as four distinct stages: (i) Pre-signing review Schedule a dedicated time with the tenant to review the lease agreement. In the agreement itself, it's important to use clear, concise, plain language that avoids legal jargon. Explain each clause, addressing key points like rent amount and due date, security deposit details and return policy, allowed usage of the property and any restrictions (such as pets or modifications), maintenance responsibilities of both the tenant and the property manager, and termination clauses/notice periods. (ii) Addressing concerns After the pre-signing review, proactively invite questions and address any areas of confusion or concern. Have supplementary materials and any other necessary information readily at hand, such as property manuals or tenant handbooks. (iii) Lease signing process Consider offering the option of secure e-signatures for a convenient and efficient signing experience, but do ensure readily available hard copies of the lease for traditional in-person signing preferences. (iv) Post-signing follow-up: Present tenants with a signed copy of the lease agreement for their reference. At that point, you should outline the next steps, such as payment details (more on that below) move-in date and procedures, utility setup details, and contact information for maintenance requests or emergencies. 3. Collect payments and security deposits An efficient tenant onboarding process will prioritize secure and convenient methods for tenants to submit their security deposit and rent payments. Naturally, this starts and ends with clear communication. If you have not covered this in the context of the lease agreement, do so now: Clearly outline all available payment methods, as well as rent due dates, late fee structures, and any associated payment processing fees. It's helpful to provide flexible payment methods. Options include secure online portals (whether hosted on your site or by a third-party payment processing provider) that allow tenants to pay using debit cards, credit cards, or e-transfers. This option presents multiple advantages, including automatic recurring rent collection, online receipt for all transactions, and a record of payment history for easy reference. You can also offer the option for direct bank transfers between the tenant's account and the accounts of your property management company. For technology-averse tenants, you may find it necessary to offer traditional payment methods such as cashier's checks or money orders, which provide a secure way for tenants to submit payments without the risk of personal check bounces. When it comes to security deposit handling, compliance is key. You must adhere to all local and state regulations regarding security deposit amounts, holding periods, and interest accrual (if applicable). It's helpful to hold security deposits in a separate account designated solely for this purpose. This demonstrates transparency and protects tenant funds. 4. Share copies of electricity and gas safety certificates While some regulations require property managers to make electricity and gas safety certificates available on request, in certain jurisdictions, the property management company may be legally obliged to provide them during the onboarding process. Always consult with local regulations and ensure compliance to avoid any legal issues. In any case, by proactively providing copies of safety certificates, clearly explaining their purpose, and maintaining proper records, property management companies demonstrate a commitment to tenant safety and uphold a high standard of professionalism. This fosters trust and transparency throughout the tenancy. While the certificates indicate overall the electrical and gas safety of your rental property, as well as any potential hazards, emphasize the tenant's responsibility to report any observed issues or concerns promptly. 5. Schedule move-in To efficiently schedule the move-in, inquire about the tenant's preferred move-in date and time frame during the lease agreement signing process. If you're offering a few available move-in windows, strive to accommodate their preferred date and time, as this demonstrates your commitment to tenant satisfaction. If the tenant's preferred date is unavailable, propose options that minimize disruption, such as an earlier or later move-in time within the same day. Once a mutually agreeable move-in date and time are established, send a confirmation email or document outlining the details as well as a move-in checklist. Note that Second Nature includes a move-in concierge as part of its Resident Benefit Program. 6. Prepare the property for move-in day The onboarding process culminates in a meticulously prepared property for the tenant's arrival. Start by conducting a pre-move-in inspection and cleaning. This covers the entire property, including: Floors, windows, and all surfaces. Appliances Bathrooms and kitchens Ensure that all smoke and carbon monoxide detectors are operational, and have fresh batteries. Also, address any outstanding maintenance or repair requests, and verify that all applicable utilities are functioning properly. You'll want to take any meter readings in the presence of the tenant during the move-in process. Consider providing small "welcome amenities'' (toilet paper, tissues, light bulbs, and so on), as well as a welcome packet that includes contact details, important property information, trash collection schedules), and emergency procedures. Such gestures foster a sense that the property is being managed with care. 7. Deliver keys and share property manager contact information While the process of delivering keys and sharing contact information may seem trivial, it's an excellent occasion for once again demonstrating your professionalism and care for the property. First, coordinate a convenient time for the tenant to pick up their keys. This can occur during a move-in walkthrough or previously. Consider offering flexible options for key collection, such as collection of keys from the property management office, or secure drop-off at the property, if this is feasible. Maintain a record of the specific keys issued to the tenant. If the property utilizes key fobs or electronic access systems, ensure the tenant receives proper instructions and activation procedures. As far as contact information goes, provide the tenant with various contact methods, including any dedicated phone lines for tenant inquiries and maintenance requests, email addresses for non-urgent communication, and access to an online tenant portal (if applicable) for rent payments, maintenance requests, and communication. If you have not already done so, outline your operating hours and response timeframe for inquiries and maintenance requests. Provide a separate after-hours emergency contact number for urgent situations. 8. Leave a welcome message, card, or gift pack for the tenant While not essential, incorporating a personalized touch during the onboarding process can significantly enhance the tenant's experience. For instance, a brief handwritten note left at the property upon move-in adds a personal touch, as does a warm welcome email. Such a message can express that the tenant has chosen your property, offer availability to answer questions, and reiterate important contact details for the tenant's reference. Professional greeting cards with similar messages are also an effective way of enhancing your brand, particularly when co-branded with local restaurants and grocery stores to offer discounts or coupons. Another option consists of gift packs containing small, practical items such as basic toiletries, coffee/tea/baked goods, or cleaning supplies. Ensure that any message, card, or gift reflects a professional tone and avoids overly personal greetings. 9. Follow up after one week with the onboarded tenant to get feedback An optimal onboarding process extends beyond the initial move-in. Following up with the resident after a week demonstrates your company's attentiveness and professionalism, and goes a long way toward boosting retention rates. Schedule a follow-up call or email approximately one week after the tenant has settled in (at which point they will have become well acquainted with the property). A call allows for a more personal touch and enables the tenant to voice any concerns directly, while an email gives them the flexibility to respond at their convenience, as well as providing a written record of the communication. Sample wording might go along the lines of: "I hope you're settling in well at [property address/name]. Is there anything we can help you with?" or "We hope everything is going smoothly after your move-in last week. Do you have any questions or concerns we can address?" Remind the tenant of the various contact methods available for the property management company, and address any raised concerns promptly to demonstrate your willingness to assist in resolving issues. You may also wish to consider incorporating a brief tenant satisfaction survey into the follow-up e-mail, if you've chosen this approach. This can provide valuable insights into areas where the onboarding process can be further improved. 10. Schedule periodic rental inspections with the tenant A crucial aspect of responsible property management involves conducting periodic inspections. Here's a professional approach to scheduling these inspections while fostering a positive relationship with the resident. Clear communication is paramount. It's important that you outline the frequency and purpose of inspections within the lease agreement, and explain the rationale behind inspections, emphasizing property maintenance and ensuring tenant safety. Of course, you'll reserve the right to conduct immediate inspections in case of emergencies or suspected violations of the lease agreement. However, prioritize informing the tenant whenever possible, and always adhere to local and state regulations regarding the frequency and notification requirements for rental inspections. Before scheduling an inspection, provide ample written notice. This allows residents to prepare the property and minimizes disruption. As necessary, work with the tenant to find a mutually agreeable date and time for the inspection. Allow the tenant to be present during the inspection, and limit the inspection to the essential aspects, avoiding intrusion into personal belongings (download our rental inspection checklist to ensure you’re covering all the bases). Then, provide the tenant with a copy of the inspection report, highlighting any findings or maintenance needs. Final thoughts Remember, an onboarding process is not just a series of steps; it's a tool to enhance communication, establish expectations, and create a positive resident experience. Our top recommendation for ensuring a world-class resident experience is to build a resident benefits program. Second Nature has pioneered the only fully managed Resident Benefits Package for single-family property managers. Learn more about resident experience management in our State of Resident Experience Report, or explore the benefits of a Resident Benefits Package.

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Professional Service is the Difference

Our management philosophy is centered around effective communication. Our friendly staff is available seven days a week to handle any issues that may arise while managing your property. When we have procured an interested potential client, our management team performs required background, employment, and credit checks on all applicable tenants. Our goal is to reduce problems during a lease by performing as much due-diligence as possible before a lease agreement is signed. Once a tenant moves into a property, we handle all aspects of managing the property for the property owner.

We encourage our tenants to set up ACH (direct deposit) rental payments. While we can not require tenants to use this payment method, the large majority of our tenants choose to use ACH because it makes life easier on them as well. Provided our tenants pay on time, we pay our owners via ACH on the 10th of the month which is well ahead of the industry standard.

We bring maximum exposure to our rental properties by making significant investments in marketing on the Internet. You can visit any major search engine and find our Website and properties using key phrases such as "homes for lease in Oklahoma City" (or Tulsa, etc). You will find our properties listed on the top Internet portals and directory services that potential tenants use when looking for rental houses.

By virtue of our marketing, we work with a large potential client base. While we work with local renters, a large portion of our client base are tenants who are relocating to Oklahoma and Texas from out-of-state. We work with staff and players from our local professional sports team(s), but the majority of our clients are professionals in the energy, medical, and aviation industries. Many of these clients need to lease a home for a year while looking for more permanent housing, possibly the house they rent from us, while getting to know the metro area.

Because of our strong marketing efforts and network presence, we are able to more than make up for our management fees. Our efforts lead to greater rent income potential than would otherwise be realized by an individual property owner or real estate agent.

For the benefit of our property owners, we do not charge any money out of pocket. Our fees are taken from rental income from the tenants. Prior to us having secured a tenant for your property, you can be released from your agreement with no questions asked and no liability on your part.

Maintenance

All maintenance issues are handled by our staff. Our maintenance services are available 24/7 and we charge $45.00 to 55.00 per hour for general maintenance issues. Larger projects will be done on a fixed bid basis. If a maintenance issue requires a specific mechanical license, such as a HVAC or plumbing license, we have good vendor relationships and send a volume of business to companies that do a great job for us. In return for that volume of business, we are charged wholesale rates. This allows us to pass the savings on to our property owners. Some of our competitors choose to make a profit from licensed service vendors, but that is not how we do business.

Lease Renewal

Starting 90 days prior to the end of a lease term, our staff is in constant contact with tenants. We work closely with them to determine their intentions once the lease has ended. We find out if they want to renew the lease, renew short term, purchase the property being leased, or move out. If the tenant desires to purchase the house, and if the property owner is willing to sell, our affiliated mortgage company will work hard to get a great rate on a loan for the tenant. If the tenant will not renew the lease, we market the property to new tenants within 45 days of the scheduled move out. A property typically takes 3 - 4 weeks to lease (higher end properties may take longer to lease). This process allows us to have little to no vacancy in our properties.

Worx Property Management is a tech driven company. All property owners and tenants have access to our company Intranet. This internal Web site provides all kinds of ledger, maintenance tracking, task management, and other important functions that can be viewed by our clients. All important documents are scanned and uploaded to this system. All of this information is available 24 hours a day, 7 days a week.

• All pertinent documents such as lease agreements, invoices, maintenance requests, and related docs are uploaded to the Intranet where property owners can view and/or download at any time.
• Run financial reports on your properties at your convenience.
• Verify received rental payments.
• Receive notifications when rent is late.

Other Services - Turnkey Solutions

Worx Property Management exists under the same umbrella of companies as HomeWorx Real Estate and Next Generation Renovation.

HomeWorx Realtors receive several calls per month from people interested in leasing a property. This situation is a great lead generator for prospective tenants. Worx Property Management will work with these prospective tenants and rent our managed properties to them. HomeWorx will also keep you informed of any great investment properties we find that may be of interest to you. And if you decide to sell any of your properties, HomeWorx will provide full-service listings without the traditional 6% fee.

The HomeWorxUSA.Com Website is a great place to feature your properties. As one of the OKC metro's most highly trafficked Websites, we provide great exposure to properties for lease or sale. Your properties will be presented in an attractive format and our presentation will encourage potential tenants to contact us to schedule a showing.

Our team at Next Generation improves property assets for our investor property owners. From cosmetic updates such as flooring, bathroom and kitchen remodels, exterior renovation, and full restoration, no job is too big or too small. Our expert team will ensure that the budget fits the asset, always keeping return on investment the number one focus of the project.

We Are Also Multi-Family Experts

While our inventory primarily consists of single family homes, we have 50+ years of combined experience in multifamily management, we provide full-service property management for duplexes, townhomes, and apartment communities.

Our technology-oriented business model combines our advertising presence with the local market knowledge to ensure each community’s success. We focus on the acquisition, selective development, and redevelopment by staffing the very best real estate professionals. Each team member is specially trained to treat each property as if it was their own personal investment while providing superior customer service. This ensures the highest level of resident satisfaction.

Frequently Asked Questions

Oklahoma city north, oklahoma city south.

Homeworx is a Real Estate Brokerage licensed by the State of Oklahoma, OREC license numbers 157174 (North), 178828 (South), and 159642 (Tulsa).

Worx Property Management, LLC is a Real Estate Brokerage licensed by the State of Oklahoma, OREC license numbers 159648 and 157625.

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• (574) 233-3302
• 1920 Ridgedale Rd, South Bend, IN 46614

Your Next Rental Experience Starts Here

Homeworks property management.

HomeWorks Property Management is a full-service rental property management company based in South Bend, Indiana. We take pride in putting our residents first and back that commitment with expert property managers, highly trained maintenance staff, and the region’s first in-house resident relations liaison.

This all ensures that you, our resident, will have a rental experience that is second to none!

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Kimm Swalley Property Manager [email protected] 574-233-3302 ext. 7001

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Voted Baltimore's Best property management company and offering management services for both residential and commercial clients. We work with investors and homeowners to keep your property occupied and cash flowing. …

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Representatives occasionally come to my residence, sometimes I am home and many times I am not. When they leave they do not lock the deadbolt. I have alerted the office to this fact on multiple occasions yet nothing has changed. While I have expressed how distressing this is as an unsafe practice, my safety does not appear to be a priority.

NEW REQUEST: URGENT: Please have someone change the battery of the smoke detector at 4130 Woodhaven Avenue #2 (upstairs, vacant unit) Baltimore, MD 21216. The constant ringing of the smoke detector is disturbing my peaceful enjoyment of my space to include disrupting my ability to sleep.

I hired Homeworks Property Management to manage my rental property. I partner with local organizations to place tenants who need housing. Homeworks was hired to manage the needs of the tenant and property, including service request, rent collection, etc. Per our contract agreement, any service request that exceeds $300 requires approval from the owner. According to Homeworks the tenant submitted a service request because the outlets in the kitchen were not working. Homeworks sent out an electrician that tampered with the electrical wiring without authorization from me, the owner. The newly renovated unit was under contractor's warranty. If there was any issue with the electrical wiring it would have been covered by the contractor. Since Homeworks altered the electrical wiring without permission, the contractor would not uphold the warranty. The electrician that Homeworks used did not fix the problem. I paid out of pocket for a licensed electrician to assess the issue and fix the problem, which totaled over $300. Because electrical work of that magnitude was over $300, per our contract, Homeworks was required to get authorization from me which they failed to do. The cost of the repairs was $972 out of pocket to be exact. I asked Homeworks to provide an itemized invoice and licensing information for the electrician that they used. I have yet to received it. I was told that the issue is under investigation. Because of the poor communication, I ended my contract with Homeworks on 6/29/22. Per our contract, the $1500 security deposit provided by the tenant is to be returned to me within 60 days of contract termination. It has been past 60 days and I have attempted to schedule a call with Homeworks on several occasions. I have not had the opportunity to speak to Michelle Sevillano, Client Success Manager, the contact that I have been working with. When I call, I am told that she is unavailable due to meetings.

stay away from this company .... I was a client for 1 year and within that time I had a Squater in my residence, terrible communication from the Philippines (although they receive Mail in Towson Maryland ) , and a tenant that was "screened" by home works only to pay late every month after moving in. finally I provided proper notice to terminate services . I was told I would receive my tenants deposit and all left over reserve money within 60 days . it's now been 90 and they are refusing to take my phone calls ! as a property owner this business will waste your time and money . it's a legal process now . I am disappointed in not ending these services sooner . stay away !$!$!$!

I called and talked to Belle. She was very polite and answered all my questions. I even helped me with some glitches that I encountered with the website.

Would not recommend at all. Other comments are right, as most of the staff are in the Philippines with only a few people actually in the area here. Resolving issues with the property takes weeks, as communications need to be passed from you, to random agents in the Philippines, to people on the ground, then back to you. Simple things like setting up regular grass cuttings took over three weeks to be done, leading to multiple complaints from tenants. Getting a simple rental inspection for a rental license took almost a month, only for the property to fail the inspections for reasons that any competent management should have already seen beforehand. Fixing up a unit so that it could be rented out took over two weeks just to lay out the scope of the work, with multiple trips "supposedly" made by the contractor, constantly adding new items each time. A tenant did not pay rent, and I was not even made aware until I called them to ask about something else and they then asked me what I wanted them to do about the situation (?). On top of it all, after informing them of my notice to terminate and requesting that they do no more maintenance work on the property, they sent their own in-house contractor to replace the sump pump and attempted to charge me almost $2000. In their own words, the contractor went against their orders not to replace the sump pump, yet he is still employed there since they are "friends". Returning the tenant's security deposits to me after termination took almost a month of constant emails, finally ending after I threatened legal action. As if this wasn't good enough, they are brazen enough to have positive reviews on their own site and here on Yelp from people who work at the company. Absolutely incompetent, do not recommend.

All I can say is stay away. They aren't really in the area. It's a Philippines based company with one or two people here (Kirill). You can do a quick search on any of the "employees" names and find their work history and how much they charge an hour from the Philippines. The phone number and their address is rented from a virtual company and they lie to you when you ask on the phone whether they are in the states. They are super slow and will lie or misrepresent themselves when trying to get a problem resolved. They won't collect back rent or file anything in court for you. We had a tenant stop paying and they won't try to get reimbursement. Tenants won't get their problem fixed and will be calling you instead. I'm embarrassed that I got tricked by them. Use a real company that is actually in the area.

If I could give this place negative stars I would. I was in a domestic violence relationship and the perpetrator broke into the apartment when I wasn't there. In October I filed a protective order and asked to break my lease which under the law, I have the right to do without penalty. They took over 4 months to finally allow me to break my lease even after I provided a second protective order and they refused to give me my security deposit back even though I'm entitled to it. They deliberately abused and neglected my safety because I am a black young single mother. Legal action is being taken.

While they provide prompt responses to clients, the way they do business is highly suspect. Instead of resolving maintenance issues quickly, they would rather generate as many work orders as possible without solving the issue so that their maintenance vendors can make more money. Four separate visits to repair a ceiling, still leaks, $1100. Unit turnover for $3000, then within a week of new tenant moving in reports of a scummy bath tub. Tenant complains of cold, they replace a furnace filter and charge $135. Unit fails sec 8 inspection, they charge $500 to do repairs, they fail re-inspection then claim they really did the work and the inspector must be lying. They say they need to charge $100 to pick up dog poop, I say no, I can pick that up myself, I drive out to the property and find no dog poop but hundreds of cigarette butts possibly left by their maintenance vendor. On top of all that, when client/PM relationship is terminated they insist on taking the full 60 days to turn over thousands of dollars owed to me and even took 45 days to forward the security deposit to my new PM. You will need a lawyer to threaten them with legal action to get them to do things that they previously agreed to do. Stay away from this PM.

Very shady company. They used to be called ManageBaltimore.com LLC but rebranded. I had a tenant they hadn't paid rent for 6 months and noticed they hadn't filed the eviction. I asked why and they told me that the tenant told that their father died so they just didn't file the eviction and blamed it on me. When I put in my 30 notice to terminate the contract, the owner called me and asked me to give them a second chance. I said "I'll think about it." Near the end of the contract, they called me again and said that we had a verbal agreement not to terminate and that the calls were recorded which makes it legal. Wiretap laws make it illegal to record phone calls without both parties being aware. I asked for copies of the recording and then they terminated my contract.

This is a very shady company. They tell lies constantly. Duplicitous, disingenuous, and inept. Not to mention that their website is completely useless. I'm mad at myself for letting them manage my property which is now uninhabitable. Do yourself a giant favor and find another company to manage your property.

17 other reviews that are not currently recommended

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