Vacation Rental Property Maintenance Guide With Essential Checklists

Routine maintenance is the difference between five-star reviews and emergency repair calls at midnight. This guide gives you the seasonal checklists, budgeting rules, and room-by-room inspection tips you need to keep your vacation rental in top shape year-round.

Key Takeaways

• Budget for maintenance costs by either setting aside 1% of the property’s total value or following the square footage rule.
• Follow the season as the maintenance checklist so you never find yourself unprepared.
• Save our room-by-room bus room checklist designed for vacation rental hosts.

Vacation rental property upkeep consists of routine inspections, preventive maintenance, seasonal tasks, and emergency repairs. Issues won't pile up when you have a system in place to monitor your property's condition, even with high guest turnover.

Find checklists and recommendations on how to set up your maintenance schedule and automate most of your task management. Not only will it be easier, but you will avoid costly repairs down the line.

Why Is Airbnb Property Maintenance So Important?

Regular vacation rental property maintenance consists of specific tasks that prevent or slow down the normal wear and tear of your vacation rental property. 

Regular maintenance is important to ensure the safety of your guests or long-term tenants. A landlord or STR owner is required by local laws to ensure that their properties are safe and meet health and building standards. For instance, you might need smoke detectors and pest control sorted out.

Here are three of the main reasons why you should start prioritizing seasonal maintenance of your rental property moving forward:

Happier guests

The focus of vacation rental property maintenance isn't only to prevent bigger repairs, but also to improve the guest experience. Better if you spot issues before a guest does. 

The last thing you want is for a guest to have to message you about a leaky faucet in the early hours of the morning. Not only will it be more difficult for you to find an available handyman, but you also run the risk of getting a bad review. 

Lower replacement expenses

A stitch in time saves nine! It is cheaper to maintain than to replace. Not only can it lower repair costs and replacement expenses, but it can also prevent you from having to deal with several potentially costly repairs at the same time. 

Saves time in the long run

Regular routine maintenance will take less time than dealing with the bigger problem of something going wrong later down the line. Plus, you avoid downtime where you won’t be able to take bookings, which will negatively impact your rental property income. 

For example, make a point to check for leaks regularly, especially after you have had significant rain. When left unchecked, water damage will weaken the structural integrity of rental properties.

What Are the Typical Vacation Rental Maintenance Costs?

Experience suggests you budget for maintenance costs by either setting aside 1% of the property’s total value or following the square footage rule.

A number of property managers suggest that vacation rental owners should save 1% of the total value of the property for property maintenance per year. And if your property is older, you will most likely need to set aside more to be able to cover your rental property maintenance costs. 

Alternatively, you can use the square-footage formula or the monthly rental formula approach to calculate how much you will need to set aside for property maintenance. With the square footage rule, the estimate is $1 per square foot per year. When using the latter, all your yearly maintenance costs (this includes repairs, vacation rental insurance, and property tax) are estimated at 1.5 times your monthly rental income. 

The cost of living in the area and the location are other factors that can also play a role in your annual maintenance costs. For example, coastal properties generally have higher living costs and more rental property maintenance expenses. 

Also, if you know that you have a big property expense that is due soon, like repainting the exterior, you might want to consider setting aside as much as 50% of all your short-term rental income. 

Then, you will also need to plan for capital improvements. Property investors can typically save about 5% of the gross rental income for upgrading major appliances like the water heater or improving the roof in the future. 

Keep in mind that maintenance costs should be kept separate from your daily operating expenses.

What are the Best Practices to Maintain Your Vacation Rental Property

Regular inspections, a well-written damage policy, and other security measures are essential for short-term rental owners. Because maintenance takes up so much time, you may want to consider automating team management with a property management tool.

1. Perform regular inspections

It is advised that you complete a routine inspection once a quarter by walking around your property.  Vacation rental property management is more demanding due to guest turnover, it's better to catch maintenance issues as soon as possible.

It is also a good idea to complete the occasional drive-by inspection. By making a point of driving by your property on different days and at different times, you will be able to identify potential issues that could cause property damage. 

2. Have a clear damage policy in your house rules

In the case of damage to the property, guests can be held accountable for repairs. It is key that you take the time to write out a clear policy in the event of damage. This should be included in your house rules, lease agreement and communicated to your guests before their stay. 

The standard practice is that guests or tenants report any issues within 24 hours to the landlord. Failure to do this could mean that they will be held responsible for the costs of the repairs. It can also be a good idea to charge a damage waiver fee or security deposit. 

The damage waiver fee or security deposit will provide extra cover in the case of intentional or accidental damage and provides a safety cushion that some owners prefer.

General rental property maintenance is the landlord’s responsibility, but in the context of a vacation rental, this responsibility falls on the professional property manager or short-term rental owner. 

3. Decide what you can DIY and what needs a professional 

Depending on your set of skills, experience, and available time, you might be able to complete some of the rental maintenance jobs on your own. Not only will the DIY route help you to save money, but it can actually be rewarding. That said, it is good to get a professional in for more technical tasks. 

What you can do yourself:

• Cleaning gutters 
• Replacing A/C filters 
• Painting the exterior and interior of your property 
• Refreshing shower caulk and grout
• Snow removal
• Tightening loose screws
• Small fixes on furniture.

What you need a professional for:

• Any electrical work and plumbing checks 
• Pest control
• Issues relating to water damage 
• Deep cleaning 
• Pool maintenance
• Replacing the motor or blades of a garbage disposal.

4. Automate maintenance scheduling and tracking

When managing short-term rentals, you want to automate most time-consuming tasks, and team management is one of them. Intensive cleaning and other maintenance tasks quickly add up, and you may spend all day going back and forth between your team and your calendar.

Vacation rental software like iGMS automates team communication. iGMS can help you to manage the following routine:

• Share daily schedules with your team and auto-assign tasks, like maintenance and cleansing activities.
• Assign tasks by role with clear tasks and responsibilities.
• Set permissions based on each team member’s role (or restrict access to certain properties)
• Set real-time tracking lets you monitor task progress, status, and completion.
• Get instant notifications, keep teams updated on changes and deadlines.
• Create checklists that help standardize workflows with step-by-step instructions.
• Notify and coordinate external service providers such as cleaners, handymen and property managers.

5. Keep a vacation rental maintenance checklist  

Just like it is a good idea to use a cleaning checklist to keep your property clean, creating a dedicated checklist for property maintenance tasks can also help you to save time and ensure that everything gets checked.

It will give you extra peace of mind knowing that you have recently checked that your property is safe. With iGMS, you can create smart checklists for step-by-step task execution and assign them to all external service providers.

When Should Hosts Perform Routine Maintenance?

There are some tasks that should be done every week and month versus every season and year.  Consider it a part of preventive maintenance.

For example, it is best to check for water leaks and damage after a heavy rainfall or the snow has started to melt. Here are a few more examples of when hosts should perform certain routine maintenance tasks:

• The batteries of carbon monoxide and smoke detectors should be tested once a month.
• The air filters of your HVAC should be changed about every three months.
• The water heater must be flushed once per year. 
• Sinks should be cleaned once per year.
• The exterior of your house should be pressure washed once per year.
• The gutters must be cleaned once per year (you can do this when you pressure wash the exterior).
• Trees should be pruned in the winter, while spring is a good time to plant new shrubs or flowers.  
• Depending on your location, you might need to winterize pipes before the start of winter.
• For appliance maintenance, check appliances frequently, and every three months more thoroughly.

Seasonal Maintenance Calendar for STR Properties

Seasonal maintenance for vacation rentals is performed to prepare your rental for the upcoming season. The goal is to ensure guest safety and comfort by keeping systems such as heating, cooling, plumbing, and appliances in proper working order. Here's what you should do before each season at a minimum.

Spring

Clear gutters and remove winter debris

Inspect HVAC system before summer (replace HVAC air filters)

Inspect roof for winter damage

Check for pipe damage from winter

Flush water heater sediment

Check window and door seals

Service outdoor furniture and power-wash exterior surfaces

Refresh landscaping to improve curb appeal

Summer

Clean and check outdoor amenities

Check irrigation systems for leaks and adjust timers

Schedule pest control treatments

A/C unit check if needed

Check outdoor lighting

Trim trees and shrubs

Maintain lawn and outdoor spaces

Check blackout curtains/blinds

Fall

Service furnace before cold season

Inspect roof, siding, and exterior for damage

Clean gutters and downspouts of fall leaves

Bleed radiators if applicable

Check thermostat operation and settings

Store or cover outdoor furniture

Insulate exposed pipes to prevent freezing and bursting

Drain and store garden hoses

Inspect water heater efficiency

Check fireplace and chimney

Winter

Monitor heating system remotely, if applicable

Check pipe insulation regularly

Inspect attic insulation

Arrange snow removal service

Check roof load after heavy snow

Keep entry paths clear and salted

Check window and door drafts

Test all heating vents

How Airbnb Hosts Approach Emergency Maintenance

Every STR power must have an emergency plan, in case something happens, like pipes bursting in the middle of the night or a guest getting locked out.

In emergency situations, you must be ready to act quickly to prevent further damage and ensure guests' safety. Build relationships with contractors and keep a list of reliable vendors to call on.

In your welcome guide or welcome message, you should leave an emergency contact for guests.

The Complete Checklist for Vacation Rental Property Maintenance

Depending on your specific property, different rules of thumb will apply to different areas and appliances. Here are examples of the most important tasks that you will want to add to your vacation rental property maintenance checklist:

1. Kitchen

• Test the batteries of smoke and carbon monoxide detectors 
• Check for signs of any pest infestations
• Check that the fire extinguisher is working properly
• Tighten any knobs or cupboard handles
• Check that your garbage disposal is working properly
• Check that appliances are still in good working condition
• Check for any clogged drains

2. Living room & dining room

• Check HVAC systems and change air filters
• Check drywalls and ceilings for any damage
• Ensure the furniture is in working order with no tears or signs of breakage

3. Bathrooms

• Flush the water heater
• Check the toilet tanks
• Check the faucets for leaks or damage
• Inspect shower caulk and grout
• Check for any clogged drains
• Check for any signs of mold growth

4. Bedrooms

• Check drywalls and ceilings for any damage
• Ensure the furniture is in working order with no tears or signs of breakage

5. Laundry Room

• Check for signs of pests
• Check for any clogged drains
• Check that the appliances are in working order

6. Garden

• Check that there are no tree branches that are too close to power lines
• Ensure that the landscape still has curb appeal by pruning trees and removing dry debris

7. House exterior, carports, & fencing 

• Check the roof for any leaks
• Clean the gutters
• Check for signs of pests
• Ensure that safety railings are fastened properly

Conclusion

Vacation rental maintenance is a year-round responsibility. There's no set-it-and-forget-it approach. Some tasks need attention every season, others just once a year. Stay consistent and you'll protect your property value, avoid costly surprises, and keep guests happy.

STR operators use iGMS to take the burden off maintenance and other daily tasks. Besides team management, it can also:

• Manage multiple accounts and listings on the major vacation rental platforms from one place
• Send automated messages to guests
• Automate the process of guest reviews 
• Manage direct bookings.

About the Author
Callan Riddles is a former Content and Social Media Specialist at iGMS. Callan has a passion for finding new ways to help vacation rental businesses thrive. In her free time, she loves to travel, read, and experience all the new things that life has to offer.