Fall and Winter Rental Maintenance Checklist for Landlords

Why do it now

Heat, hot water and working alarms are the calls you don't want at 10 PM in January. A one-hour visit in the fall catches most of them while vendors are still easy to book, and it gives you a written record that you kept the place up.

How to run the visit

Give the tenant written notice of the visit, with the date and time window, using the notice period your state requires.
Walk the list with the tenant if they are home. Ask them what is not working. They know things you will not see in 30 minutes.
Photograph anything that needs work, and anything you fixed, with the date in the file.
Write down what you checked, what you replaced (filter size, batteries), and any vendor notes.
Give the tenant one clear way to report a heat or water problem this winter, and line up a vendor who can respond quickly.
Save the record in the unit file. It is your proof of upkeep if a habitability question ever comes up.

The checklist

Add items your property has and skip what it doesn't. Warm-climate landlords can skip the freeze items but should still do heat, alarms and the water heater.

Heat (do this first)

Run the heat now, while it is still mild, so you find out it is broken before the first cold night does.
Replace the HVAC filter. Write the filter size in the property file so next time is quick.
Have a licensed technician service the furnace or heat pump if it makes odd noises, smells, short-cycles, or has not been serviced in a while.
Check that vents and returns are not blocked by furniture or boxes.
Wall heaters and space-heater outlets: look for scorch marks, loose covers or warm outlets.

Smoke and carbon monoxide alarms

Test every smoke and CO alarm. Write the date you tested and where each one is.
Replace batteries where needed, and replace any alarm past the date printed on it.
Any home with gas appliances, a fireplace or an attached garage needs working CO alarms. Check what your state and city require.

Water heater and plumbing

Water heater: look for rust, drips or water at the base. Check the flue on gas units. Note the age from the label.
Look under every sink and around every toilet for slow leaks.
In freezing climates: insulate exposed pipes in crawl spaces, garages and outside walls.
Disconnect garden hoses and shut off or cover outside hose bibs before the first freeze.
Show the tenant where the main water shutoff is, in person, and put it in writing.

Roof, gutters and drainage

Clean gutters and downspouts after the leaves drop, and make sure water drains away from the foundation.
Walk the outside and look up: missing shingles, flashing, or anything loose before winter storms.
Check ceilings on the top floor for new water stains.

Windows, doors and drafts

Windows open, close and lock. Replace torn weatherstripping and broken seals.
Exterior doors close tight with no daylight around the edges. Door sweeps in place.
Check that every bedroom window still opens. It is an emergency exit.

Fireplace and chimney (if any)

Have the chimney inspected and cleaned by a qualified sweep before the tenant uses it.
Damper opens and closes. Screen or doors present.
If you do not want the fireplace used, put that in writing in the lease or an addendum.

Outside and safety

Exterior lights work, especially at entries and stairs. It gets dark earlier.
Railings tight, steps solid, walkways free of trip hazards.
If the tenant handles snow or ice, the lease should say so clearly. If you do, have a plan and a vendor lined up.

Example (hypothetical)

A landlord with two single-family rentals schedules both fall visits for the same Saturday in October. At the first house the furnace runs fine but one smoke alarm is past its date, so they replace it on the spot and note it. At the second house the heat comes on but smells like dust and short-cycles, so they book a technician that week instead of in a January emergency. Both visits go in the unit files with photos and the date.

Where landlords get burned

Waiting for the first cold night to find out the heat does not work.
Checking the heat but skipping the smoke and CO alarms.
Leaving hoses connected in a freezing climate.
No written record of the visit, so there is no proof it happened.
No clear way for tenants to report a no-heat problem after hours.

Frequently asked questions

Do landlords have to provide heat?

In most places, working heat is treated as a basic habitability requirement, and many states and cities set specific rules for it. Check your state and local law for what applies to your property.

How much notice do I need to give before a maintenance visit?

It depends on your state and your lease. Many states require reasonable advance notice for non-emergency entry, and some set a specific number of hours. Look up your state’s rule and give notice in writing.

Who replaces the HVAC filter, the landlord or the tenant?

Whoever the lease says. If the lease puts it on the tenant, still check it on your seasonal visit. A clogged filter can shorten the life of the system.

How often should I do a maintenance walk-through?

Many landlords do one in the fall before heating season and one in the spring. Use the same checklist each time so the records line up year to year.

Is this legal advice?

No. This is general education for landlords in any state. Habitability rules, entry notice and alarm requirements vary by state and city. Check your local law or talk to a licensed attorney.

General educational information only, not legal advice. Habitability, entry notice and smoke/CO alarm rules vary by state and city. Check your local law or talk to a licensed attorney.

Fall and winter rental maintenance checklist