How To Handle Mid-Tenancy Maintenance Requests: A Landlord's Guide
Mid-tenancy maintenance requests are an unavoidable part of being a landlord. Whether it’s a leak, a boiler breakdown or a broken lock, how you handle these requests can significantly impact tenant satisfaction, property upkeep and even your legal obligations.
At Property23 we help landlords streamline property management, including maintenance, to ensure smooth tenancies, happy tenants and happy landlords.
Whether you own a property to rent in Lancaster or multiple rental properties, having a structured approach to handling maintenance requests will save you time, money, and stress.
Let us walk you through the best practices for handling mid-tenancy maintenance requests efficiently while ensuring your property remains in top condition.
Encourage Open Communication With Tenants
You can't deal with what you don't know.
The first step in handling maintenance efficiently is ensuring tenants feel comfortable reporting issues. If tenants delay reporting a small leak or faulty wiring, it could lead to more significant (and potentially costly) problems later.
- Provide multiple contact options: Some tenants prefer email or message, while others find a phone call easier.
- Be clear in your tenancy agreement: Specify how and when tenants should report maintenance issues.
- Respond promptly: Even if the repair isn’t urgent, acknowledge the request quickly to show tenants you take their concerns, and the upkeep of the property, seriously.
Categorise Maintenance Issues By Urgency
Not all maintenance requests require immediate attention so it’s helpful to triage them into the following groups:
- Emergency Repairs (24 hour response)
Issues that pose a safety risk or could cause severe damage, such as a gas leak, no heating or hot water, burst pipe or electrical fault.
- Urgent but Non Emergency Repairs
Problems that disrupt daily life but don’t pose an immediate danger, such as, a broken oven, leaky tap, faulty lock (unless security is an immediate issue)
- General Maintenance & Upkeep
Less urgent issues like a dripping tap or broken fence panel. These still need attending to, yet aren't urgent or emergent.
Build A Reliable Network of Tradespeople
If you're not using an Agent's management service you need trusted contractors to handle repairs swiftly. Delays in finding a plumber or electrician can frustrate tenants and potentially lead to more damage in your property.
- Keep a list of go-to professionals (plumber, electrician, handyperson, locksmith)
- Consider working with a Letting Agent in Lancaster to benefit from their property management service to streamline property maintenance, amongst other things
Stay Compliant With Landlord Responsibilities
Landlords must comply with legal obligations, particularly when it comes to property maintenance. Some repairs are required by law, and failing to address them can result in fines or legal action.
Key responsibilities include; ensuring the property is structurally safe, repairing heating and hot water systems, fixing any issues affecting tenants' health and safety
Budget For Maintenance Costs
A well-maintained property in Lancaster retains its value and attracts long-term tenants, but unexpected repairs can be costly. Landlords should set aside a maintenance fund to cover repairs without financial strain.
- Recommended maintenance fund: 10% of annual rental income
- Set up a contingency plan for major repairs (roof leaks, boiler replacement)
Keep Tenants Updated
One of the biggest frustrations for tenants is not knowing when an issue will be resolved. Providing regular updates builds trust and improves landlord-tenant relationships.
- Confirm receipt of the tenant's request as soon as you can
- Provide an estimated repair timeframe if possible
- Follow up to ensure the problem has been resolved satisfactorily
If a repair is delayed, let tenants know why and when it will be fixed.
Work with a Property Management Professional in Lancaster
Sometimes it can all get too much or you're short on time. Using a professional property management company, such as ourselves, will reduce any stress, free up your time and provide peace of mind for you & your tenants.
What Next?
Handling mid-tenancy maintenance requests efficiently is crucial for keeping tenants satisfied and properties in top condition. By setting clear communication channels, working with trusted contractors and staying on top of repairs, landlords can avoid unnecessary stress and ensure their investment remains profitable.
If you’d like to simplify property maintenance & management and have experts handle it for you, Property23 can take of everything, so you don't have to.
Get in touch today. Call 01524 969778 or email hello@property23.co.uk