Planned maintenance is cheaper than emergency repairs, keeps tenants for longer, and protects you if a dispute ever reaches a council or court. This checklist splits a landlord’s maintenance year into three parts: the legal safety checks with fixed deadlines, the seasonal jobs that prevent the most common problems, and the work to do between tenancies.
Key takeaways
- Put the legal deadlines in a calendar first: gas safety every 12 months, electrical inspection at least every 5 years, alarms checked at every tenancy start.
- Autumn is the most important season: service the boiler, clear gutters and check the roof before winter.
- Inspect the property every few months with proper notice, and record what you find with dated photos.
- Many landlords budget a fixed share of the rent for maintenance each month so repairs never come as a shock.
1. Legal safety checks with fixed deadlines
| Check | How often | Notes |
|---|---|---|
| Gas safety check | Every 12 months | By a Gas Safe registered engineer; give the tenant a copy within 28 days. See our gas safety guide. |
| Electrical installation condition report (EICR) | At least every 5 years | Give the tenant a copy within 28 days and fix any C1 or C2 items within 28 days. See our electrical safety guide. |
| Smoke and CO alarms | Tested at every tenancy start | Repair or replace faulty alarms once told. See our alarm rules guide. |
| Legionella risk assessment | Review regularly and when anything changes | Usually a simple assessment for a domestic let; keep a written record. |
| Energy Performance Certificate | Valid for 10 years | Must be E or above now; C by 2030. See our EPC guide. |
| Fire safety in HMOs and blocks | As set by the licence or fire risk assessment | Fire doors, emergency lighting and detection may need periodic testing. |
2. Seasonal maintenance checklist
Spring
Summer
- External decorating: woodwork, fences, render
- Cut back trees and shrubs near walls and gutters
- Check extractor fans and trickle vents
- Plan bigger jobs for any void period
Autumn
- Boiler service, ideally with the gas check
- Clear gutters and downpipes after leaf fall
- Bleed radiators and check pressure
- Insulate exposed pipes and the loft tank
Winter
- Remind tenants where the stopcock is
- Advise on heating and ventilation to limit condensation
- Check empty properties regularly for frozen pipes
- Respond fast to heating and hot water failures
3. Routine inspections
Most landlords inspect every three to six months, with at least 24 hours’ written notice. Use each visit to test alarms, look for leaks, damp and mould, check that extractor fans work, and note anything the tenant raises. Record everything with dated photos so you can compare over time. Our guide on how often to inspect a rental property covers notice and what to look for, and the Property Inspection Kit gives you room-by-room forms to fill in on each visit.
4. Between tenancies
- Check-out inspection against the original inventory, with photos.
- Professional clean, including carpets and the oven.
- Touch-up decoration and small repairs: sealant, grout, door handles, blinds.
- Change the locks or re-code smart locks.
- Check that gas, EICR and EPC certificates will be in date for the new tenancy.
- Test every alarm on the first day of the new tenancy.
Who is responsible for what
You must keep the structure, exterior, and the water, gas, electricity, heating and sanitation installations in repair. Tenants are responsible for minor day-to-day tasks, such as changing light bulbs and smoke alarm batteries in non-sealed units, keeping drains clear of fat, and reporting problems promptly. For the full list, see our guide to what repairs landlords must do. Damp and mould deserve special attention; see our damp and mould guide.
Budgeting for maintenance
There is no single right figure. A common rule of thumb is to put aside 10 to 15% of the rent each month, more for older houses and less for newer flats where the service charge covers the building. Keep a separate account so a boiler failure never forces a hard choice, and keep every invoice: most repair and maintenance costs are deductible from rental income. See our guide to allowable expenses for landlords.
Written by The Landlords Portal Team and updated in November 2026. Applies to private rentals in England. This is general information, not legal advice.
Frequently asked questions
How often should a landlord service the boiler?
Once a year is good practice and most manufacturers require it to keep the warranty valid. Many landlords book it at the same visit as the annual gas safety check.
Which safety checks are legally required for a rental property?
An annual gas safety check, an electrical inspection at least every five years, working smoke and CO alarms checked at each tenancy start, a valid EPC, and a legionella risk assessment.
How much should I budget for maintenance on a rental property?
A common rule of thumb is 10 to 15% of the rent, adjusted for the age and type of property.
Template pack from Landlords Portal
Run every inspection properly: the Property Inspection Kit
Dated evidence of the property's condition protects you in repair, damp and deposit disputes. This kit gives you every document for an inspection, written for landlords in England.
- 24-hour notice letter and tenant repair report form
- Room-by-room checklist, inspection report and photo log
- Follow-up letters, plus an Excel tracker for gas safety, EICR and EPC dates
