Property Management and Maintenance Checklist

Ensure Safety And Value - Leave Property Maintenance To Property Brokers

Property maintenance is a vital aspect of safeguarding tenant well-being, meeting legal obligations, and protecting your investment. Regular maintenance not only helps maintain or enhance the property's value but also prevents costly repairs by addressing potential issues early. Keeping up with tasks such as safety checks and long-term upkeep can be challenging for landlords. With Property Brokers managing your property, you can rest assured that every detail is professionally taken care of. Let us handle the hard work—reach out to Property Brokers today for peace of mind.

Essential Property Maintenance Tasks for Landlords

Maintain property in good repair

Timely repairs and preventative maintenance are essential to ensure properties remain safe, functional, and appealing. Routine inspections allow landlords to identify issues early and take action, preserving the property's condition and extending its lifespan. In New Zealand, landlords must balance regular maintenance with respecting tenants' rights, adhering to the legal limit of inspections—once every four weeks with 48 hours' notice. Meeting Healthy Homes Standards for heating, ventilation, and insulation is also crucial to ensure properties are compliant and supportive of tenants’ needs.

Ensure plumbing and wiring safety

Landlords must prioritise safety by addressing potential hazards such as leaks, faulty fixtures, or outdated wiring. Regular inspections, completed within legal frequency limits, are crucial for identifying issues early. Compliance with Healthy Homes Standards further ensures tenants’ safety and comfort. Acting promptly to resolve problems can prevent larger complications and foster a safe living environment.

Comply with Healthy Homes Standards

The Healthy Homes Standards set clear requirements for insulation, heating, ventilation, moisture control, and draught prevention in rental properties. Ensuring compliance includes conducting assessments, maintaining records, and addressing identified issues within specified timeframes. Clear communication with tenants and collaboration with professionals for necessary upgrades are vital to meeting these standards.

Test smoke alarms monthly

Maintaining operational smoke alarms is a legal obligation for landlords, with annual testing being a recognised standard. Although tenants are encouraged to perform monthly checks, professional servicing ensures compliance and safety. Landlords should engage qualified providers to manage this crucial aspect.

Check locks and security

Functioning locks and secure access points are essential for tenant safety and property protection. Regular maintenance of gates, fences, and lighting further enhances security. Property managers should conduct periodic audits and respond swiftly to any vulnerabilities to minimise risks.

Clear gutters quarterly

The responsibility for cleaning gutters depends on what is outlined in the tenancy agreement. In some cases, the tenant may be responsible if it is clearly specified, but more often, this task falls under the landlord's duties. Regular gutter maintenance is typically seen as the landlord's role, as it helps avoid damage and prevents expensive repairs. If any damage occurs and it is not due to the tenant's actions, the landlord is responsible for resolving the issue.

Inspect for mould and mildew

During regular inspections, property managers should pay close attention to any signs of mould and mildew, as these can have serious implications for tenants' health and may result in costly property damage if not dealt with promptly. Managing mould is a shared responsibility: landlords are required to provide a mould-free property at the beginning of a tenancy, while tenants are expected to address mould issues quickly and ensure proper ventilation is maintained. Should mould problems occur, tenants should notify their landlord or property manager in writing—ideally including a 14-day breach notice—to formally record the issue. Once informed, landlords and property managers need to act swiftly, addressing the problem through repairs or preventative steps. Structural issues like leaks or plumbing defects that cause mould are the landlord's obligation to resolve. Ignoring mould concerns can lead to further complications, including tenants withholding rent. Beyond the health risks, mould can produce unpleasant odours and damage building materials, making proactive and timely management essential.

Ensure fans are functional

Landlords hold a crucial responsibility in ensuring their rental properties are adequately heated and ventilated to promote a comfortable and healthy living environment. While tenants are expected to maintain ventilation during their tenancy, landlords must ensure the property complies with the healthy homes standards by installing appropriate ventilation systems. Securing written documentation from installers that specifies fan diameters, ducting details, and airflow rates is vital. This not only confirms the technical aspects of the installation but also serves as important evidence of compliance with the standards, providing reassurance to both landlords and tenants.

Check for plumbing leaks

In New Zealand, it is essential for rental property inspections to include a comprehensive check for plumbing leaks. Under the Residential Tenancies Act 1986, landlords have a legal responsibility to keep the plumbing in good repair. Property managers often act on behalf of landlords to meet these standards, which include promptly identifying and resolving leaks. Detecting leaks early is not just a legal requirement—it also helps prevent extensive water damage and avoids expensive repair bills. Tenants contribute to this process by notifying landlords or property managers about any suspected leaks without delay.

During routine inspections, property managers should check for indications of water damage or dampness in areas like under sinks, around toilets, near appliances, and in basements. Monitoring water pressure and reviewing water meter readings after periods of inactivity are effective methods to uncover hidden leaks. These steps help ensure the property remains in excellent condition and complies with legal obligations.

Trim trees and mow lawns

In New Zealand, the responsibilities for maintaining outdoor spaces in rental properties are usually detailed in the tenancy agreement. Typically, tenants are tasked with activities like mowing the lawn and ensuring the property is kept reasonably clean and tidy. Landlords, on the other hand, are generally responsible for more significant maintenance tasks, such as trimming trees, pruning, and caring for shrubs and hedges to maintain safety. Landlords also have an obligation to ensure that trees are not hazardous, remain clear of power lines, and pose no risk to the tenants.

At the start of a tenancy, tenants can discuss and agree upon these responsibilities with the landlord, including requesting permission for tasks like removing or pruning vegetation. However, tenants are usually expected to dispose of any green waste they produce. Landlords may opt to oversee yard maintenance themselves, hire professional services, or take on full responsibility for outdoor care. Establishing clear terms and open communication between landlords and tenants ensures a mutual understanding of these shared duties.

Inspect roof and service heating

Maintaining a rental property requires a collaborative effort from both landlords and tenants, as each has a crucial role in its upkeep. Landlords, in particular, must prioritise regular inspections to ensure the property remains well-maintained. These inspections help identify and resolve potential maintenance concerns early, creating a safe and comfortable space for tenants and safeguarding the property's value over time.

Check for dampness in winter

In New Zealand, the colder months bring an increased focus on addressing dampness in rental properties. For property managers, managing moisture and preventing mould growth is essential. The chilly winter conditions often result in condensation forming on walls and windows, creating an environment where mould can quickly develop if not managed properly. This practice supports the Healthy Homes Standards, which require landlords to keep properties free of dampness and ensure sufficient ventilation to control moisture-related issues. Areas that commonly collect moisture, such as corners, behind furniture, under cupboards, bathrooms, and around window frames, need particular attention. Indicators of dampness include signs like water stains, peeling paint, discoloured walls, musty odours, and visible mould patches. While landlords bear the responsibility for meeting these standards, tenants contribute by ventilating their homes regularly and promptly reporting any problems, helping to create healthier and safer living conditions for everyone involved.

Touch up paint and fences

Maintaining the exterior of a property is a shared responsibility between landlords and tenants, aimed at keeping the property in excellent condition. Landlords are usually accountable for tasks like clearing gutters, repairing fences, and addressing general wear and tear on the property’s exterior. On the other hand, tenants are often required to manage basic upkeep of outdoor areas, such as mowing lawns or disposing of rubbish, as outlined in their tenancy agreement. This joint effort not only helps protect the property but also fosters a clean and welcoming environment for all parties involved.

Respond to urgent repairs

In New Zealand, property managers play a vital role in addressing urgent repairs swiftly. Their responsibility includes maintaining rental properties in good condition and prioritising tenant safety. Tenants contribute to this process by reporting repair needs as soon as they arise, especially for critical issues like blocked drains, gas or water leaks, electrical faults, power outages, or the absence of hot water. These situations demand immediate action to prevent safety hazards or further property damage. If tenants are unable to contact the property manager and the repair is urgent, they are permitted to arrange the necessary repairs themselves and request reimbursement from the landlord. Property managers who fail to address urgent repairs may face legal repercussions, with tenants having the option to take the matter to the Tenancy Tribunal.

Define tenant garden responsibilities

At the start of a tenancy in New Zealand, it is crucial to establish clear agreements about garden responsibilities to avoid potential conflicts. Both the tenant and landlord should discuss and agree upon tasks such as mowing lawns and weeding, ensuring these duties are documented in the tenancy agreement. Regular property inspections can help ensure the garden is maintained and the property remains tidy, while open communication is essential for resolving any disputes. If a tenant does not meet their agreed responsibilities, the landlord may issue a 14-day notice to remedy. Typically, tenants are responsible for basic upkeep like mowing and weeding, whereas landlords are accountable for pruning trees and shrubs, removing waste, and ensuring trees are safe. Tenants who wish to undertake additional gardening projects must seek written consent from the landlord. Setting clear expectations early supports a positive landlord-tenant relationship and helps maintain the property’s condition.

Understand Tenant And Landlord Responsibilities With Reporting And Completing Maintenance

The rental process is much easier when both tenants and landlords are aware of their rights and responsibilities. Tenants are expected to keep the property in good condition, adhere to the terms of the tenancy agreement, and pay rent promptly. Meanwhile, landlords must provide a safe, healthy, and well-maintained living environment that meets all legal requirements. Open and honest communication between both parties is key to avoiding conflicts and fostering a positive rental experience.

• To learn more about your rights and responsibilities, check out more information here.  

Property Brokers Can Handle Your Property Maintenance For You

Ongoing property maintenance is crucial for safeguarding your investment, ensuring a safe environment for tenants, and meeting legal obligations. Team up with Property Brokers to simplify your property management, knowing that every aspect is professionally managed for your peace of mind - contact us today.

FAQs

• What maintenance is required by the tenant? In New Zealand, tenants are responsible for maintaining the rental property in a "reasonably clean and tidy" condition. This typically involves routine tasks such as cleaning, mowing the lawn, and weeding the garden unless the tenancy agreement specifies otherwise. Tenants are also required to promptly notify the landlord if any damage occurs or if repairs are needed. When vacating the property, tenants must leave it in a clean state. Routine maintenance is the tenant’s responsibility, whereas landlords are accountable for addressing normal wear and tear and undertaking major repairs. It is important to review the tenancy agreement for detailed responsibilities and to seek written approval before making any significant alterations to the property.
• How often can landlords do inspections in NZ? In New Zealand, landlords have the right to inspect rental properties, but only once every four weeks at most. They are required to provide tenants with a minimum of 48 hours’ notice before carrying out an inspection. These checks must take place during specified hours: from 8 AM to 7 PM for standard rental properties and from 8 AM to 6 PM for boarding houses. It is recommended that landlords keep thorough records of inspections, including the date, detailed notes, and any photographs taken during the visit. While the law allows inspections as frequently as every 30 days, many landlords find that conducting them quarterly or biannually strikes a better balance. Respecting a tenant’s right to peaceful enjoyment of the property is crucial, and inspections should be approached with sensitivity to maintain a good landlord-tenant relationship. Regular property checks are vital for keeping rentals in good condition, meeting insurance obligations, and addressing maintenance issues promptly. Failing to conduct inspections can result in serious risks, such as invalidating insurance coverage, making them an essential practice for responsible property management.
• What are the cleaning responsibilities of a tenant in New Zealand? In New Zealand, tenants are required to keep their rental property in a reasonably clean and tidy state. This involves removing all personal items, cleaning surfaces, disposing of rubbish, mowing the lawn, weeding the garden, and clearing leaves from paved areas. Tenants are also expected to care for any planted greenery such as trees, shrubs, or flowers. Cleaning cupboards and drawers—both inside and out, including door frames—is part of this responsibility, as is washing any washable curtains or netting. However, tenants are not accountable for general wear and tear to the property. Examples of this include worn carpets, or taps and washers in the kitchen, bathroom, or laundry that wear out or start leaking over time. Tenants should notify their landlord promptly about any damage or repairs needed. They are also responsible for paying their own utility costs, such as electricity, gas, and internet, and using the property primarily as a residence. When vacating the property, tenants must return all keys, leave behind any items provided with the tenancy, and seek written approval before removing or pruning trees, shrubs, or hedges.
• What are the 5 healthy home standards? The primary living room in a rental property must feature a fixed heater capable of maintaining a minimum temperature of 18°C, with a heating capacity of at least 1.5 kW. Ceiling and underfloor insulation should align with the 2008 Building Code if recently installed, while pre-existing insulation must be at least 120 mm thick and free of dampness, damage, or displacement. All habitable rooms require windows that open to allow for proper ventilation. The property must also have effective gutters and downpipes to efficiently manage stormwater, surface water, and groundwater. Furthermore, draught stopping should comply with the required standards to minimise air leakage. These requirements are outlined in the Residential Tenancies (Healthy Homes Standards) Regulations 2019, introduced to improve rental property quality and safeguard tenant health and wellbeing. Landlords who do not meet these standards risk financial penalties or enforcement measures. A Healthy Homes Assessment can help determine whether a property adheres to the necessary criteria.
• How often should carpet be replaced in rental property in NZ? In New Zealand, it is generally recommended that carpets in rental properties be replaced every eight years, as this duration aligns with the standard lifespan for carpets in residential rentals. Any additional use beyond this period is typically seen as an extra benefit. That said, the longevity of a carpet can differ based on its quality and the amount of use it experiences. Tenants are not liable for normal wear and tear, which refers to the gradual deterioration of the carpet from regular use. This type of wear is deemed reasonable and cannot be charged to tenants. The Tenancy Tribunal often considers carpets to have reached the end of their useful life after roughly eight to ten years, a factor that may influence decisions in disputes over replacements. Higher-quality carpets can have a longer lifespan, while those subjected to heavier use might require earlier replacement.
• Do tenants have to clean carpets when moving out in NZ? In New Zealand, tenants are not obligated to arrange professional carpet cleaning when vacating a rental property. The general expectation is that the property should be left in a condition that is "reasonably clean and tidy," which means addressing visible dirt and stains without necessarily involving professional services. According to Tenancy Services, clauses stipulating mandatory professional carpet cleaning are unlikely to hold up legally. Nonetheless, it is important to carefully check the tenancy agreement, as some landlords might include specific instructions regarding carpet cleaning. If you're unsure about what "reasonably clean" entails in your circumstances, consulting with a property management professional can offer helpful guidance.
• Who is responsible for pest control in a rental property in NZ? In New Zealand, landlords are generally tasked with making sure rental properties are free of pests at the beginning of a tenancy. They are also required to maintain the property to prevent infestations by addressing issues that could allow pests to enter and ensuring compliance with all building, health, and safety standards. Tenants, meanwhile, have a responsibility to maintain the property in a way that does not attract pests. They should report any pest problems to the landlord promptly and must seek the landlord's approval before undertaking fumigation. If there is uncertainty about who should pay for pest control, landlords and tenants may agree to split the cost, although this is not a legal requirement. Should a landlord fail to address a pest problem that falls within their obligations, it may constitute a breach of the tenancy agreement.
• Can a tenant refuse a property inspection? In New Zealand, tenants have the right to establish reasonable conditions for property inspections but cannot completely refuse them. Landlords are required to provide appropriate notice - typically a minimum of 48 hours - before conducting an inspection. Tenants may specify acceptable times or days for inspections to take place, ensuring they are not subjected to visits at unreasonable hours. While tenants cannot deny inspections outright, they are entitled to raise concerns if the frequency or nature of inspections becomes overly disruptive. Should disagreements occur, tenants have the option to seek resolution through the Tenancy Tribunal.