Preventive Maintenance Checklist

Walk every unit and common-area air handler. Note the filter size on the work order so the next PM cycle stocks the right MERV rating — mismatched filters are the most common reason airflow complaints follow a PM visit.

For occupied units, leave the tenant's setpoints alone. For vacant and common spaces, set per the firm's energy policy — typically 78°F cooling / 65°F heating for vacants in temperate climates. Confirm that battery-powered thermostats have fresh batteries.

Look for missing, cracked, or sun-damaged insulation on the suction line where it enters the building. Bare lines drop efficiency and frequently signal a system that needs a refrigerant charge check on the next HVAC vendor visit.

Maintain at least 24 inches of clearance around each condenser. Pull leaves, mulch, and any tenant-stored items; trim shrubs back. Restricted airflow is a leading cause of compressor failure and a frequent finding on warranty claims.

Check under-sink supplies, P-traps, angle stops, and any exposed copper or PEX in mechanical rooms. Photograph staining or efflorescence — slow leaks are habitability claims waiting to happen and the photo log is your defense if mold develops later.

Lift the lever briefly; water should discharge and the valve should reseat without dripping. A stuck or weeping T&P valve is a code violation under most state plumbing codes and a real explosion risk on tank-style heaters.

Drain a few gallons until the discharge runs clear. In hard-water markets (most of the Southwest, Midwest, and Texas) annual flushing extends tank life by years. Log the heater age — anything past 10 years should be flagged for replacement budgeting.

Pour a bucket of water into the pit to trigger the float; confirm the pump cycles and discharges to grade. Test the backup battery indicator. Basement flooding from a stuck float is the single most expensive PM miss — the resulting claim regularly runs five figures.

Press and hold the test button on every detector — smoke and CO, hardwired and battery. Most state codes require working detectors at all times; a tenant fire or CO incident on a unit with a documented untested detector is a habitability defense and an insurance problem.

Swap the failed unit, write the install date on the back, and add the model and serial to the unit's compliance log. In MA and a handful of other states, a signed detector certification belongs in the property file.

Push test, confirm trip, push reset. Cover bathrooms, kitchens, laundry, garage, and any exterior outlets. NEC requires GFCI in wet locations; a non-tripping outlet on a tenant injury is a clear-cut liability finding.

NEC 110.26 requires 36 inches of clear working space in front of every panel. Tenants regularly stack boxes or mount shelving in front of breaker panels — clear it, document the photo, and remind the tenant in writing.

From a ladder or with binoculars, scan for lifted shingles, exposed nails, cracked boots around plumbing vents, and any flashing separation at chimneys or skylights. Photograph anything that even might be a problem — roof claims need a paper trail of pre-storm condition.

Pull out leaves and debris; flush each downspout with a hose to confirm flow. Confirm splash blocks or extensions discharge at least 4 feet from the foundation. Clogged gutters are the root cause of most foundation moisture findings.

Look for soft or rotted wood at trim, missing caulk at penetrations, and any siding separation. For pre-1978 buildings, do not disturb peeling paint without an EPA RRP-certified contractor — lead-paint disclosure obligations apply.

Hairline vertical cracks are usually shrinkage and cosmetic. Horizontal cracks, stair-step cracks in masonry, or any crack wider than a quarter is a structural finding and should route to a foundation specialist before the next PM cycle.

Maintain 12 inches of clearance between shrubs and siding, and clear branches off the roof. Vegetation contact is a reliable insurance underwriter exclusion and the highway pests use to enter the building.

Mark any vertical displacement over 1/2 inch — that's the slip-and-fall threshold most plaintiff attorneys use. Photograph and add to the capex log. Cracks under 1/4 inch are sealcoat scope; wider cracks need patching before the next freeze.

Run each zone manually and watch for broken heads, geysers, and dry zones. Confirm the rain sensor (where required by local water authority) is functional. Misaligned heads spraying siding are the slow killer of paint and stucco.

Hallways, laundry, mailroom, fitness, and pool gates. Photograph wall scuffs, ceiling stains, missing baseboards, and any tripping hazard. Common-area condition is what prospects see on a tour — refresh findings feed the marketing prep before the next vacancy.

Common-area doors should self-close, latch, and lock without slamming. Loose strike plates and worn closers are the usual offenders. For fire-rated doors at corridors, missing self-closers is a code violation flagged by every fire marshal inspection.

Check trash rooms, mechanical rooms, exterior dumpster pads, and common-area corners for droppings, gnaw marks, or bait-station evidence. In NYC and a growing list of jurisdictions, bedbug activity triggers a mandatory disclosure obligation at the next lease.

Contact the contracted pest vendor with photos and the location list. Confirm the vendor's COI is current before they enter the property. Notify affected tenants per state entry-notice rules — typically 24-48 hours written notice except for emergencies.

Verify each extinguisher's gauge is in the green and the annual tag is current — NFPA 10 requires annual professional service and a 6-year teardown. Confirm exit-sign and emergency-light battery test (push and hold for 30 seconds). Failed signs at corridors are an easy fire marshal citation.

Open a work order in AppFolio, Buildium, or Yardi for each finding above the cosmetic threshold. Tag the priority — emergency, urgent, routine, capex — so dispatch and the owner statement reflect the right category. Attach photos to the WO, not just the PM record.

The maintenance supervisor closes the cycle with a signature, summary notes, and the overall result. The signed record goes in the property file — it's the document insurance and counsel will ask for if a habitability or injury claim arises later.