Annual Maintenance Checklist for Landlords

# Annual Maintenance Checklist for Landlords

Reactive landlording is expensive. A structured annual plan catches problems before tenants do, controls cash flow, and dramatically reduces emergency callouts and disrepair claims.

The compliance calendar

These are non-negotiable. Diary 30 days before expiry:

• Gas Safety Record — annually.
• EICR — every 5 years (or sooner if recommended).
• EPC — every 10 years; check minimum E (C from 2030 on new tenancies).
• PAT testing — annually for supplied appliances, especially HMOs.
• HMO licence — 5-year cycle, renewals 3 months ahead.
• Selective/additional licensing — check council scheme.
• Fire alarm service — annually in HMOs.
• Emergency lighting test — monthly visual, annual full test in HMOs.
• Fire risk assessment — review annually.

Autumn (September–November)

• Clear gutters and downpipes before winter rain.
• Service boiler — schedule the gas safety check at the same visit.
• Check insulation — loft (270mm minimum), pipes in unheated areas.
• Test heating system — bleed radiators, check pressure, run through all settings with tenant.
• Inspect roof for slipped tiles, lead flashing, chimney pointing.
• Test smoke and CO alarms — replace batteries.
• Issue winter advice letter to tenants (frost, ventilation, condensation).
• Check trees for branches that need cutting back before storm season.

Winter (December–February)

• Frost protection — set heating to come on minimum 7°C during voids.
• Pipe lagging in lofts and external walls.
• Stopcock check — confirm tenant knows location and that it works.
• Monitor for condensation and mould — first reports often come in January.
• Void preparation — viewings, cleaning, redecoration scheduled for spring lets.

Spring (March–May)

• External decoration — touch-ups while dry weather allows.
• Roof inspection — winter damage.
• Garden setup — grass cut, beds tidy, fence repairs.
• Window seals and locks — annual check.
• Drain rod and chamber check.
• Pest prevention — bait stations, hole sealing.
• Annual tenant inspections scheduled.

Summer (June–August)

• Pointing and repointing — best weather window.
• Fascias, soffits, bargeboards — paint or replace.
• Window glazing seals and trickle vents.
• Smoke alarm replacement — most have a 10-year sealed life; check date.
• Boiler service ahead of autumn (often cheaper).
• EICR scheduling for renewals.
• End-of-tenancy turnover — peak season.

Tenancy-cycle items

Regardless of season:

• Inspections — quarterly or six-monthly with 24-hour notice.
• End-of-tenancy — full inventory, deep clean, redecoration, appliance check.
• Start-of-tenancy — How to Rent guide, gas/EPC/EICR copies, deposit protected, prescribed info served.

Reactive maintenance budget

A working figure is 1–2% of property value annually. For a £250,000 property, that is £2,500–£5,000 per year — covering routine items, void costs, and a reserve for the occasional larger repair.

Allocate by category:

• Compliance certificates: £200–£400.
• Routine repairs: £500–£1,500.
• Redecoration & turnover: £500–£2,000.
• Reserve for boiler, roof, structural: £500–£1,000.

Five-year capital items

Beyond annual maintenance, plan for:

• Boiler replacement every 12–15 years.
• Carpet replacement every 5–10 years.
• Kitchen every 12–15 years.
• Bathroom every 12–15 years.
• External decoration every 5–7 years.
• Roof every 30–60 years (slate/tile).

Smoothing these into an annual sinking fund avoids the year where everything happens at once.

Tools that help

• A simple spreadsheet or Notion calendar is enough for 1–3 properties.
• Landlord software (Arthur, Hammock, Landlord Studio) for portfolios — built-in compliance reminders.
• Smart sensors for leak/temperature.

Bottom line

The cheapest repair is the one you prevent. An annual cycle of compliance, seasonal checks, and tenancy work removes most emergencies and frees you to focus on the high-value decisions — pricing, tenant selection, and capital planning.