The Landlord Property Maintenance Checklist: Avoid Costly Emergencies

Being a landlord is a business, and like any business, it runs better with a system. One of the most effective systems you can put in place is a structured property maintenance schedule — a regular programme of checks and servicing that keeps your property in good condition, your tenants happy, and your legal obligations met.

The alternative — reactive maintenance, where you only act when something breaks — is almost always more expensive, more stressful, and more damaging to tenant relationships.

This guide gives you a practical checklist to work from, organised by frequency.

This is a legal requirement. Every rental property with gas appliances must have a Gas Safety Certificate (CP12) issued by a Gas Safe registered engineer every 12 months. You must provide a copy to your tenant within 28 days of the check, and to any new tenant before they move in.

Failure to comply can result in a fine of up to £6,000 per breach and, in serious cases, criminal prosecution.

Separate from the gas safety check (though often done at the same time), an annual heating system service keeps everything running efficiently and reduces the risk of breakdown. A heating failure in winter generates emergency call-out costs and unhappy tenants.

Since April 2021, landlords in England are required to have the electrical installation inspected and tested every five years, with a copy of the report provided to tenants. However, if the previous report identified any issues, or if the property is older, more frequent checks may be advisable.

You are legally required to have:

• A working smoke alarm on every floor of the property
• A carbon monoxide alarm in every room with a solid fuel burning appliance (and strongly recommended in rooms with gas appliances)

Test all alarms at the start of every tenancy and keep a record. Replace batteries annually.

Have the roof and gutters inspected annually. Blocked gutters and minor roof defects are cheap to fix — the water damage they cause if left unattended is not.

• Clean gutters after leaf fall
• Check the heating system is working before the heating season begins
• Insulate any exposed pipes in unheated spaces (loft, garage)
• Check window and door seals and replace if cracked
• Inspect the roof for any tiles dislodged over summer

• Check the property is being adequately heated (particularly important for void periods)
• Ensure any exposed pipes are insulated against freezing
• Check for any signs of damp or condensation
• Respond promptly to any tenant reports of heating or hot water issues

• Clean gutters again after winter
• Inspect the exterior of the property for any damage caused by frost or storms
• Check the garden and any outdoor areas
• Test all smoke and CO alarms

• Inspect the roof and gutters
• Check the condition of external paintwork and render
• Service any air conditioning units
• Carry out any planned redecoration or refurbishment

The period between tenancies is the best time to carry out a thorough inspection and any necessary work. Do not rush this — a property that is properly prepared between tenancies will attract better tenants and generate fewer maintenance issues during the tenancy.

• Inspect the roof for missing or damaged tiles
• Check gutters and downpipes are clear and secure
• Inspect external walls for cracks, damaged render, or pointing
• Check window frames and sills for rot or damage
• Inspect the damp proof course

• Check all walls and ceilings for damp, mould, or cracks
• Test all doors and windows open and close properly
• Check all flooring for damage
• Inspect the loft for signs of damp, pest activity, or insulation issues

• Run all taps and check for leaks under sinks and around baths
• Check the toilet cistern and flush mechanism
• Inspect the heating system and pipework
• Check the water pressure
• Inspect any visible pipework for corrosion or damage

• Test all sockets and switches
• Check all light fittings
• Test smoke and CO alarms and replace batteries
• Check the consumer unit for any tripped breakers

• Check all appliances are working (if provided)
• Inspect sealant around baths, showers, and sinks — replace if cracked or mouldy
• Check extractor fans are working
• Inspect tiles for cracks or loose sections

How quickly you respond to maintenance reports matters — both for legal compliance and for tenant retention.

Under the Landlord and Tenant Act 1985, you are required to carry out repairs within a reasonable time. What is "reasonable" depends on the urgency:

• Emergency repairs (no heating in winter, water leak, electrical fault) — within 24 hours
• Urgent repairs (no heating in summer, faulty lock) — within a few days
• Routine repairs (dripping tap, minor damage) — within 28 days

Keeping a record of all maintenance reports and your responses is important — both for your own records and in case of any dispute.

The numbers speak for themselves. A heating system service costs a fraction of a full replacement. A gutter clean costs £50–£150. Repairing water damage caused by blocked gutters can cost thousands.

Preventative maintenance is not a cost — it is an investment that protects the value of your property and reduces your overall maintenance spend.

Having a trusted maintenance contractor you can call on makes the whole process easier. At S Group Maintenance Services, we work with landlords and letting agents across Hertfordshire, Essex, Cambridgeshire, Bedfordshire and London, providing:

• Planned maintenance contracts
• Void property refurbishments
• End-of-tenancy repairs and redecorating
• Reactive call-outs
• HMO compliance work

If you would like to discuss a maintenance contract for your portfolio, get in touch — we would be happy to talk through what works for you.

Annual:

• ✅ Gas safety certificate (CP12)
• ✅ Heating system service
• ✅ Smoke and CO alarm test
• ✅ Roof and gutter inspection

Every 5 Years:

• ✅ Electrical Installation Condition Report (EICR)

Seasonal:

• ✅ Autumn: gutters, heating check, pipe insulation
• ✅ Winter: heating checks, damp monitoring
• ✅ Spring: gutters, exterior inspection
• ✅ Summer: roof, exterior paintwork

Between Tenancies:

• ✅ Full interior and exterior inspection
• ✅ Plumbing and electrical checks
• ✅ Redecoration as needed
• ✅ Deep clean

S Group Maintenance Services provides comprehensive maintenance services for landlords and letting agents across Hertfordshire and beyond. Contact us to discuss how we can support your property portfolio.