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Property Management Maintenance Checklist Template

Every upkeep task for a short-term rental, sorted by how often it comes around and who does it. Mark each one Done, Due or Needs repair, and the next-due list works itself out.

  • Turnover to annual in one list
  • A person on every task
  • Excel schedule and Word checklist
Fill In Your Home
17 of 49 done
An example cabin is filled in: made-up home, people and dates. Replace it with yours.
The home3/3
When each round was last done5/5
Next due is worked out for you: last done plus 1, 3, 6 or 12 months.
Next seasonal round
What this home has5 on
Who does what4/4
Use the repair limit in your management agreement.

Tap Done, Due or Needs repair on each task in the checklist. The tabs above show one round at a time.

Preventive maintenance · All rounds

Maintenance Checklist

Pine Hollow Cabin

Manager: Riley ChenChecklist date: dateSeasonal round: Before winter
17Done
4Due
4Needs repair
24Not marked
DoneDue: still to do this roundNeeds repair: book a fix

Coming upworked out from last-done dates

  • No date yetNext turnovernext checkout date2 open tasks: Linens and towels, Grill and furniture
  • No date yetMonthlylast-done date8 open tasks: HVAC filter, Under sinks, Test-button outlets +5 more
  • No date yetQuarterlylast-done date9 open tasks: Pest control visit, Caulk and grout, Water heater +6 more
  • No date yetSeasonal · Before winterlast-done date6 open tasks: Chimney sweep, Weatherstripping, Pipe insulation +3 more
  • No date yetAnnuallast-done date7 open tasks: CO alarm dates, Water heater flush, Dryer duct +4 more

Every turnover8 of 10 done · next next checkout date

  • Smoke and CO alarms: no chirping, no warning lightCleaner
  • Door lock or keypad opens and latches; battery level OKCleaner
  • Faucets, toilets and drains: no drips, nothing draining slowlyCleaner
  • Bulbs replaced where any are outCleaner
  • Linens and towels: stained or frayed pieces taken out of useCleaner
  • Dishwasher, coffee maker and kettle run without faultsCleaner
  • Dryer lint filter cleaned; washer door left open to dryCleaner
  • Hot tub: water tested and logged, cover strapped downCleaner
  • Grill cleaned and propane tank level checked; furniture wipedCleaner
  • Anything broken or worn: photo sent to the manager before leavingCleaner

Monthly3 of 11 done · due last-done date

  • Test button pressed on every smoke and CO alarmManager
  • HVAC air filter checked; changed if dirtyManager
  • Under every sink and around the water heater: dry, no rustHandyman
  • Fire extinguisher gauge in the green, pin in placeManager
  • Outlets with test buttons: press TEST, then RESETHandyman
  • Loose handles, hinges and towel bars tightenedHandyman
  • Wi-Fi speed test matches what the listing promisesManager
  • Pest signs: droppings, ant trails, nests by doors and eavesManager
  • Range hood filter and fridge door seals cleanedCleaner
  • Hot tub: filter rinsed, chemicals restockedHandyman
  • Fireplace: screen and tools in place, dry wood stockedManager

Quarterly2 of 11 done · due last-done date

  • Mattresses rotated; protectors checked for tearsHandyman
  • Caulk and grout around tub, shower and sinks resealed where gappedHandyman
  • Water heater: setting and relief valve checked as the manual saysHandyman
  • Pest control visit by a licensed providerLicensed contractor
  • Window and door seals, screens and locksHandyman
  • Wear items counted: towels, sheets, pans, glasses; short items reorderedManager
  • Dishwasher and fridge water hoses: no bulges or dripsHandyman
  • Dryer vent: not crushed behind the dryer, outside flap opensHandyman
  • Deck boards, railings and steps: screws tight, no soft woodHandyman
  • Hot tub: drain-and-refill date checked against the manualHandyman
  • Smart thermostat and leak sensors: batteries and phone alerts workingManager

Seasonal · Before winter3 of 9 done · due last-done date

  • Contractor check-up on the heating systemLicensed contractor
  • Chimney or flue cleaned and inspected by a professionalLicensed contractor
  • Gutters cleared after the leaves come downHandyman
  • Outdoor faucets shut off and drained, hoses storedHandyman
  • Exposed pipes in crawl space, garage and attic insulatedHandyman
  • Thermostat holds a minimum temperature on empty nightsManager
  • Weatherstripping and door sweeps replaced where wornHandyman
  • Snow removal and salting bookedManager
  • Outdoor furniture stored or coveredCleaner

Annual1 of 8 done · due last-done date

  • Smoke alarms: 9-volt batteries replaced, any alarm over 10 years old replacedManager
  • CO alarms: replacement date on the back checkedManager
  • Water heater flushed if the manual calls for itHandyman
  • Dryer duct cleaned from the dryer to the outside wallHandyman
  • Roof and flashing checked by a rooferLicensed contractor
  • Electrician checks any outlet or switch that ran warm or looseLicensed contractor
  • Worn mattresses, pillows and cookware replacedManager
  • Year reviewed: anything repaired twice gets a replacement budgetManager

Repairs to book (4)

  • Needs repairMonthly · Under sinks: Slow drip at the kitchen sink trap; bucket under it → Handyman: Alex Moreno
  • Needs repairMonthly · Test-button outlets: Bathroom outlet won't reset after TEST → Licensed contractor: Dana Fox (HVAC), Lee Park (electrician)
  • Needs repairQuarterly · Caulk and grout: Gap behind the tub spout → Handyman: Alex Moreno
  • Needs repairSeasonal · Weatherstripping: Back door sweep worn through; cold draft → Handyman: Alex Moreno

Repairs over $300 need the owner's approval before work starts.

Who does what

Cleaner
Maya Brooks
12 tasks
Manager
Riley Chen
14 tasks
Handyman
Alex Moreno
18 tasks
Licensed contractor
Dana Fox (HVAC), Lee Park (electrician)
5 tasks
Checked by
Date
Pine Hollow Cabin · All roundsMade with Mr. Props

Next due = last done plus 1, 3, 6 or 12 months. Counts follow the tab you're on; Coming up always covers all five rounds.

Five frequencies

Sort Every Task by How Often It Comes Around

A short-term rental wears faster than a home with one long-term tenant. There are more check-ins, more showers and more loads of laundry, and every few nights someone new is working out the thermostat. This property management maintenance checklist template splits the upkeep into five rhythms, so each visit has a short, fixed list instead of one long list nobody finishes.

  1. Every turnover Most oftenQuick checks that fit inside the cleaning: alarms quiet, lock working, no drips, bulbs on, linens fit to use. They need eyes, not tools.Cleaner
  2. MonthlyPress-to-test safety checks, the air filter, a look under every sink, a Wi-Fi speed test and a hunt for pest signs. Book it on an empty day.Manager
  3. QuarterlyThe hands-on jobs: reseal caulk, rotate mattresses, tighten deck screws, count the wear items and let the pest contractor in.Handyman
  4. SeasonalTwice a year, before your busiest months and before freezing weather: the heating or cooling check-up, gutters, outdoor faucets and everything that lives outside.Handyman and contractors
  5. AnnualService and replacement: chimney, gas appliances, roof, alarm batteries, the dryer duct, and a look back at what broke this year.Licensed contractors

Adjust the rhythm to the use. Start from the five lists in the builder, then move tasks between them. A hot tub booked every weekend needs more attention than one that sits under snow until spring, and a home that is full most nights may need the monthly round twice.

Who does it

Cleaner, Manager, Handyman or Licensed Contractor?

A task with no name against it tends to fall between two people who each thought the other one had it. Put a role against every line of your property maintenance checklist and those gaps close. The builder tags each task with one of four roles, and its Who does what box counts how many tasks each person carries.

Cleaner

Every turnover

Already in every room after every stay. Give them the checks that need eyes, not tools: an alarm that chirps, a faucet that drips, a towel past its prime, a door that won't latch.

Passes it on: anything that needs a tool or a ladder. A photo and a message before they leave is enough.

Manager

Monthly

That's you, or whoever runs the home day to day. Owns the schedule, the tests that should be written down, the stock count and every decision to spend money.

Passes it on: repairs, once the cause is clear and the cost is inside the owner's limit.

Handyman

Quarterly

Takes the jobs that need tools but no license: caulk and grout, hinges and handles, deck boards, gutters, outdoor faucets and the dryer duct.

Passes it on: gas, wiring, roofs, and any fault that came back after a fix.

Licensed contractor

Seasonal and annual

Heating and cooling service, gas appliances, electrical faults, the chimney sweep, the roofer and the pest contractor.

Before you book: check the quote against the repair limit in the management agreement.

Which jobs need a licensed contractor depends on your state and local rules, not on this template. Check before you give gas, electrical or structural work to anyone without a license.

Short-term rental extras

What Guests Wear Out That Long-Term Tenants Don't

Generic lists are written for homes where one household stays for a year. A short-term rental fails in other places: shared linens, keypad batteries, a hot tub used by strangers, a grill nobody cleans properly. Add these to your property maintenance checklist even if the list you started from left them out.

Linens and towels

Check every piece under a bright light at each turnover. Retire it when a stain survives a second wash, a hem frays or white has turned gray. Keep spare sets so a pulled sheet never holds up a check-in.

Mattresses and protectors

Look for tears in the protector at every bed change. Rotate the mattress each quarter if the maker allows it. Replace one that sags, smells or carries a stain the protector missed.

Smart locks and keypads

Read the battery level in the lock's app at each turnover and change batteries well before the low warning. Keep a backup key or code where your cleaner can reach it.

Hot tub

Test and log the water before every arrival and keep the cover strapped down. Rinse the filter monthly and drain on the manufacturer's schedule. Ask your city or county whether a rental hot tub has its own rules.

Wi-Fi and TV

Run a speed test each month and compare it with the speed your listing promises. Restart the router on a schedule, and sign out of any streaming account a guest left logged in.

Small appliances

Coffee makers, kettles and toasters get used by every guest, so they wear faster than they would at home. Descale on a schedule, check cords for damage, and replace anything that trips a breaker or smells hot.

Outdoor furniture and grill

Wipe and check at each turnover in season, look for cracks in the gas hose, and tighten a wobbly chair before a guest finds it. Store or cover the cushions before winter.

Spare parts on site

Bulbs, alarm batteries, HVAC filters, a toilet flapper and a plunger in a locked owner's closet. Small fixes often wait for a part rather than a person.

Safety

Alarms, Flues and Filters: Use the Official Intervals

For safety equipment, don't guess the interval or copy it from someone else's preventive maintenance checklist. Use what an official source or the manufacturer says, and keep the source next to the task. These are the intervals the builder uses, and where it puts each one.

Smoke alarms

The US Fire Administration says to test smoke alarms every month, replace 9-volt batteries at least once a year and replace the whole alarm every 10 years. An alarm with a sealed 10-year battery is replaced as its manufacturer instructs.

In the builder: a monthly test, plus batteries and alarm age in the annual round.

Source: US Fire Administration, Smoke alarms

Chimneys and heating equipment

The US Fire Administration advises having heating equipment and chimneys cleaned and inspected by a professional each year. In a rental, that visit has to happen before the first cold-weather guests, not during their stay.

In the builder: the chimney or flue in the before-winter round, done by a licensed contractor, with the heating check-up beside it.

Source: US Fire Administration, Heating fire safety

Air filters and HVAC service

ENERGY STAR recommends that you inspect, clean or change air filters once a month, and that a contractor gives the system a pre-season check-up: cooling in spring, heating in fall.

In the builder: a monthly filter check, and a contractor visit in each seasonal round.

Source: ENERGY STAR, Maintenance checklist

Clothes dryers

The US Fire Administration's dryer flyer says to clean the lint filter before and after every cycle, make sure the venting behind the dryer isn't damaged, crushed or blocked, and check that the outside vent flap opens while the dryer runs.

In the builder: the lint filter at every turnover, the vent each quarter, the full duct once a year.

Source: US Fire Administration, Clothes dryer fire safety (PDF)

Carbon monoxide alarms. Test them on the same day as the smoke alarms, and replace each one by the date its manufacturer gives. Your state or city may also say where alarms must go in a rental, so check the local rules before the first booking.

Escalation

When a Check Turns Into a Repair

A checklist only prevents damage if a failed check becomes action the same day. Mark the task Needs repair in the builder and it lands on the Repairs to book list, next to the person who should fix it. Then decide how fast it has to happen.

Before the next guest

Unsafe or unusable

An alarm that keeps chirping after a new battery, a smell of gas, water where it shouldn't be, a hot or scorched outlet, a door that won't lock, no heat in freezing weather. If anyone smells gas, leave the home and call the gas company or 911 from outside.

This week

Guests will notice, or it will spread

A slow drain, a toilet that keeps running, a torn hot tub cover, a gap in the shower caulk, Wi-Fi far below the listed speed, a deck board that moves underfoot.

Next round

Wear that can wait

A scuffed wall, a stiff hinge, a faded cushion. Mark it Due with a note and fold it into the next scheduled round instead of sending someone out for it alone.

01Evidence

Do

Photograph the fault before anyone touches it, with the date and the home in the file name.

Avoid

Cleaning up first and photographing the tidy result.

02Status

Do

Mark the task Done only after someone checks the fix at the next round.

Avoid

Marking a task Done because the part is on order.

03Who fixes it

Do

Send gas and electrical faults straight to a licensed contractor.

Avoid

Asking the cleaner to try fixing an outlet or a gas valve.

04Money

Do

Check the owner's repair limit before you book the work.

Avoid

Booking work over the limit and asking for approval afterwards.

If the same task needs a repair three rounds running, stop patching it and budget a replacement. Turn each repair into a work order with a deadline using the maintenance request template

Seasonal rounds

Before Peak Season and Before the Freeze

The seasonal round is the easiest one to skip, because it falls when the calendar is full or the owner is away. Block both rounds in your quietest weeks now. Check off the lists below; the season switch in the builder swaps these tasks into the checklist.

Before peak season

Spring, or ahead of your busiest months

Before freezing weather

Fall, before the first hard frost

Closing the home for the whole winter? Add a plumber to shut off the water at the main and drain the lines, unplug the appliances, prop the fridge door open and arrange a drive-by after each storm. Before the home sits empty, read the vacancy section of the insurance policy, because it may set conditions.

Planning

Plan the Year Around Your Booking Calendar

Upkeep competes with guests for the same nights. Put the heavy rounds where the nights are hardest to sell anyway, and keep the turnover and monthly checks small enough to fit between stays.

Example: a mountain cabin that books up in winter and summer
JanFebMarAprMayJunJulAugSepOctNovDec
Busy season
Monthly
Quarterly
Seasonal
Annual

Busy seasonThe seasonal rounds sit in May and October and the annual service in November, all quiet months. The January and July quarterly jobs go into a midweek gap between bookings.

How the Excel schedule works

The .xlsx download turns the checklist into a schedule you can sort and filter. If you'd rather keep your property maintenance checklist in a spreadsheet you already use, set it up the same way:

  1. One row per task. Frequency, role, person, last done, next due, status and a note.
  2. Next due is a formula. In Excel or Google Sheets, =EDATE(E2,3) returns the date three months after the date in E2; format the cell as a date. Use 1, 3, 6 or 12 to match the round.
  3. Turnover tasks carry no date. They print on the cleaner's sheet and repeat at every checkout.
  4. Filter by person. Each cleaner, handyman and contractor sees only their own lines.
  5. Sort by next due. Overdue rounds rise to the top every time you open the file.

Finding the quiet weeks is the hard part. When your Airbnb, Booking.com and Vrbo calendars and messages sit in one place, as they do in Mr Props, the gaps are easier to spot and block before a guest books them. Block the nights first, then book the contractor.

Records

Keep a Trail Owners and Insurers Can Follow

A completed property maintenance checklist is also a record. When an owner asks why the hot tub cost money again, or an insurer asks when the water heater was last looked at, the answer should be a dated line, not a memory.

A date and a name on every round

Sign and date the bottom of each sheet. Keep every round's file, and the history builds up without extra work.

Photos before and after

The old filter, the gap in the caulk, the swept flue. Name each photo with the date and the task so you can find it a year from now.

Receipts on the repair they paid for

Attach each invoice to its repair line. Owners can then read the month's statement with the receipts on hand.

Warranty end dates

Note the purchase date and warranty end beside each appliance task. A failure inside the warranty is a claim, not a cost.

Sum up each month's rounds and repairs for the owner with the monthly owner report template

Examples

Three Maintenance Rounds, Filled In

Extracts from three rounds at three different homes, with the counts worked out from the rows the same way as the builder. Homes, people and notes are made up.

Every turnover

Sunday turnover

One-bedroom beach condo, four-hour cleaning window

Done
2 of 4
Due
1 of 4
Repairs
1 of 4
  • Smoke and CO alarmsDoneNo chirps, normal lights
  • Door keypadDueBattery low in the app; spare pack in the owner's closet
  • Shower drainNeeds repairWater pooling after two minutes; handyman booked for Tuesday
  • Linens and towelsDoneOne pillowcase retired with a makeup stain

Why it mattered: The slow drain was logged and booked before it could back up halfway through a stay.

Quarterly

April round

Three-bedroom lake house, between spring bookings

Done
2 of 4
Due
1 of 4
Repairs
1 of 4
  • Shower and tub caulkNeeds repairGap behind the tub spout; reseal before May
  • MattressesDoneAll rotated, one protector replaced
  • Pest control visitDoneExterior treatment, no activity inside
  • Wear items countDueFour bath towels short of two full sets

Why it mattered: Water getting in behind the tub was sealed out before the summer run of bookings.

Seasonal

Before the first frost

Two-bedroom mountain cabin, late October

Done
2 of 4
Due
1 of 4
Repairs
1 of 4
  • Chimney sweepDueBooked for the first empty midweek
  • Outdoor faucetsDoneShut off inside, drained, hoses in the shed
  • Crawl-space pipesNeeds repairInsulation split along one run; plumber to replace it
  • Thermostat minimumDoneHolds a set minimum on empty nights

Why it mattered: A bare pipe in the crawl space was found while the weather was still mild.

FAQ

Upkeep Questions From Hosts

How often does a short-term rental need maintenance?

More often than a long-term let, because use is heavier and nobody lives there to notice slow problems. Split the work into five rhythms: quick checks at every turnover, safety tests and the filter monthly, hands-on jobs quarterly, two seasonal rounds and an annual service visit. Then adjust for use. A home booked most nights needs every monthly round, while one that sits empty all winter can fold some monthly checks into the seasonal round.

How is this different from a property inspection checklist?

An inspection records condition after a stay: each item is OK, needs a fix or was damaged. A maintenance checklist schedules the upkeep that stops things failing, whether or not anything looks wrong yet. Use both: the property inspection template at turnovers and visits, and this schedule for the work in between.

Can my cleaner do the maintenance checks?

The turnover checks, yes. They need eyes rather than tools, and your cleaner is in every room anyway. Keep the monthly alarm tests and filter checks with you or your manager so they get written down, and hand anything that needs a tool to a handyman.

How do I fit maintenance around back-to-back bookings?

Keep turnover tasks inside the cleaning window and move everything slower to empty days. Block one night each quarter in a quiet week for the hands-on jobs. Book the seasonal contractors weeks ahead, because they get busy once summer and winter arrive.

Who pays for preventive maintenance, the owner or the manager?

Your management agreement decides. Look for two clauses: which costs pass to the owner, and the repair limit the manager may spend without asking. Put that limit in the builder, and the Repairs to book list reminds everyone which jobs need the owner's approval first.

What belongs on a preventive maintenance checklist for a vacation rental?

Safety equipment first: smoke and CO alarms, extinguishers and outlets with test buttons. Then water: faucets, drains, the water heater and any hot tub. Then air: filters, heating and cooling service and the dryer vent. Then the outside and the structure: roof, gutters, decks and outdoor faucets. Finish with the wear items guests use hardest, from linens and mattresses to the coffee maker and the front-door lock.

Do I need to winterize a rental that stays open all winter?

Partly. Guests keep the heating on while they're there, but the empty nights between bookings carry the risk. Drain the outdoor faucets, insulate exposed pipes, set a minimum temperature for vacant nights and keep snow removal booked. If the home has had a frozen pipe before, add a leak or temperature sensor that alerts your phone.

Can I use one checklist for several homes?

Use one property maintenance checklist per home, because each has its own extras, dates and people. Keep the task names identical across your homes so you can sort and filter the schedules side by side, and spot the homes that keep needing the same repair.

Keep going

Templates That Work Alongside It

Operations · XLSX + DOCX

Property Inspection Template

Record each room's condition after a stay: OK, Fix or Damage.

View template Operations · DOCX

Maintenance Request Template

Send a repair to a vendor with the details and a deadline.

View template Operations · XLSX + DOCX

Weekly Report Template

Report open jobs and finished rounds to your team each week.

View template Owner relations · XLSX + DOCX

Monthly Owner Report Template

Show owners what was maintained, repaired and spent.

View template
Helvis Schmotex

Helvis Schmotex

Founder, Mr. Props · Short-term rental investor

Helvis has spent the better part of a decade buying and selling real estate, and now focuses on scaling his short-term rental portfolio. He joined forces with the property OG himself, Mr Props, to share what's actually working — the systems, numbers, and hard lessons — so other hosts can grow faster and with fewer headaches.

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