If you already have a preventive maintenance checklist, the next step is turning it into a schedule your team can actually run.
In the Complete Guide to Preventive Maintenance for Property Managers, we covered what to inspect and why. And in the HVAC Preventive Maintenance Guide, we got specific about tune-ups and filter routines. This supporting article ties them together into a simple maintenance calendar you can apply across a single-family rental (SFR) portfolio.
You don’t need a perfect system. You need a system you’ll actually follow.
Start with 3 rules
1) Keep the schedule simple
Most preventive programs fail because they’re too complicated. Start with a baseline cadence you can manage:
- Every visit / Monthly: quick checks (no special trip required)
- Quarterly: basic walkthrough checks
- Annual: full inspection + planning
- Semi‑Annual (recommended): seasonal system work (especially HVAC)
You can add more later.
2) Standardize across your portfolio
Standardization saves time and reduces mistakes:
- Same schedule framework across properties
- Same checklist and labels in your work orders
- Same vendor expectations and reporting format
- Same explanation of what is checked and how often, shared with owners
3) Adjust for property age + climate + history
Increase frequency for:
- Older homes and older systems
- Harsh climates (freeze risk, hurricane zones, extreme heat)
- Properties with repeat issues (leaks, drainage problems, HVAC complaints)
The schedule framework you can implement today
Below is a simple baseline. Use it as your default and then add “modules” for climate and special property features.
Important PM note: Monthly does not mean monthly entry. Do quick checks during visits you already have scheduled, and comply with lease requirements and local notice rules before entering the home.
Every Visit / Monthly: Quick Preventive Checks
Goal: Catch early warning signs without extra trips.
Do these whenever you’re already onsite (inspection, repair visit, make-ready check, etc.):
- Ask the tenant (or review notes): any new leaks, slow drains, unusual smells, unusual noises?
- Quick visual scan: ceilings/walls for water stains
- Confirm exterior/entry lights work (safety + security)
- Quick exterior look: obvious damage, loose gutters, downspouts disconnected
- Note anything that should become a work order (even if it’s not urgent)
Tip: The value here is consistency. A 2-minute scan on routine visits prevents a lot of expensive surprises.
Quarterly: Preventive Walkthrough Checks
Goal: Prevent repeat tickets and identify small issues before they grow.
- Under-sink checks (kitchen + baths): leaks, moisture, soft cabinet floors
- Spot-check a few GFCI outlets (kitchen/bath/garage) using the test button
- Doors/windows: latches, locks, weatherstripping wear
- HVAC: verify filter condition / replacement routine (tenant-managed or PM-managed)
- Check for drainage issues after rain (if applicable): standing water near foundation, clogged downspouts
If filters are tenant-managed, quarterly is a great time to confirm they’re actually being changed.
Semi‑Annual: Seasonal System Work
Goal: Prevent peak-season failures and reduce emergency calls.
If you implement only one “extra” level beyond quarterly + annual, make it this one.
- HVAC tune-up
- Spring: cooling prep
- Fall: heating prep
(Use your HVAC guide as the SOP.)
- Gutters/downspouts: clean + confirm drainage is working (frequency varies by trees/climate)
- Exterior sealing check: caulking/weatherstripping (reduce water intrusion + drafts)
- Smoke/CO detector check (and align with your battery/unit replacement policy)
If you’re trying to keep the program extremely lean, you can start with one annual HVAC tune-up, but in many US markets two tune-ups is worth it.
Annual: Full Preventive Inspection + 12–24 Month Planning
Goal: Document condition, plan repairs/replacements, and avoid surprise capex.
At least once a year, do a full inspection and record what you found:
- Full-property inspection (interior + exterior)
- Major systems review: HVAC age/condition, water heater, roof condition, visible plumbing condition
- Drainage/grading check: water should move away from the house
- Safety check: detectors present, handrails secure, trip hazards, exterior lighting, locks
“Often-missed but worth it” annual tasks
These are simple, high-value add-ons for SFR rentals:
- Dryer vent cleaning (fire risk + efficiency)
- Water heater service/flush (if applicable) or at least documented condition + age
- Basic pest check: look for obvious signs during inspection (droppings, entry points, nests)
Annual inspections are also the best time to create a clean owner summary:
“What we checked, what we fixed, what we recommend next year.”
Add climate modules so you don’t overcomplicate the base schedule
Instead of rewriting your whole schedule by region, keep the base schedule the same and add a few climate-based tasks where needed.
Freeze-prone markets (winterization module)
- Shut off/drain exterior hose bibs (where applicable)
- Irrigation winterization/blowout (if property has irrigation)
- Pipe insulation / crawlspace checks (property-dependent)
- Confirm heating reliability before cold season
Extreme heat markets (summer readiness module)
- Prioritize spring HVAC tune-ups
- Check outdoor unit clearance (debris, airflow)
- Inspect attic ventilation basics (as applicable)
- Confirm irrigation is not causing foundation/drainage problems
Coastal/high-wind markets (storm module)
- Focus on roof, gutters, drainage, and exterior sealing
- Check for corrosion exposure and loose exterior items
- Pre-storm exterior walkthrough + post-storm quick check process
How to turn the schedule into work orders
Here’s the easiest way to run this operationally:
- Create recurring work order types:
- PM – Preventive Check (Every Visit/Monthly)
- PM – Quarterly Preventive Check
- PM – Annual Preventive Inspection
- Add recurring HVAC tasks:
- HVAC – Spring Tune-up
- HVAC – Fall Tune-up
or once per year if that’s your standard
- Use consistent naming and categories
This makes tracking and reporting easy later and keeps your team aligned.
Track it
You don’t need complicated analytics. You do need basic proof and history:
- Date completed + who completed it (vendor/staff)
- Notes on what was found
- Photos when helpful (roofline, water heater, damage evidence)
- Follow-up work orders created from findings
This gives you cleaner owner reporting, better budgeting inputs, fewer last-minute surprises
A practical rollout plan (if you’re starting from scratch)
If you want this live in the next 30 days:
- Implement Quarterly + Annual across the portfolio (baseline)
- Add HVAC tune-ups as the first semi-annual component
- Add climate modules only where needed (freeze, heat, storms)
That’s enough to have a real preventive maintenance schedule.
Next steps
- If you haven’t yet, start with the main Preventive Maintenance Checklist
- Use the HVAC Preventive Maintenance Guide to set your HVAC frequency and scope.
- Use this schedule to convert both into recurring work orders your team can run.
