The Property Manager’s Preventative Maintenance Checklist for 2026

As 2026 approaches, smart property managers are turning their attention to proactive planning—not just to reduce costs, but to stay ahead of resident expectations and operational pitfalls.

Preventative maintenance isn’t just about avoiding breakdowns. It’s about building long-term value, extending asset life, and creating a better resident experience. And the best part? A strategic plan means fewer emergency calls, more time back in your day, and a stronger NOI across your portfolio.

Here’s your ultimate checklist to keep your properties in top shape heading into the new year.

✅ 1. Schedule Recurring HVAC Filter Replacements

Let’s start with the easiest win.

Dirty air filters are the #1 culprit behind HVAC failures, higher utility bills, and resident complaints. Yet filter changes are often overlooked or inconsistently enforced.

Why it matters:

• Reduces HVAC-related work orders by up to 40%
• Extends system lifespan
• Improves indoor air quality (a key factor in lease renewals)
• Cuts energy costs by 5–15%

2026 tip: Use a service like FilterTime to automate filter delivery to residents or your maintenance team—ensuring consistency, compliance, and cleaner air across your entire portfolio.

✅ 2. Inspect All HVAC Units Before Seasonal Switchover

Winter and summer are the peak seasons for HVAC strain. Make sure your units are ready before the temperature changes.

Inspection checklist:

• Clean condenser coils and blower components
• Check refrigerant levels
• Test thermostat calibration
• Replace worn belts or motors
• Ensure all vents and ducts are clear

Bonus: Include a reminder for residents to test their heat or AC before extreme temperatures hit. This reduces “no heat” or “no AC” emergency calls.

✅ 3. Clean Dryer Vents and Lint Traps

This is a fire hazard many overlook. Build-up in dryer vents causes thousands of property fires each year.

Make it a quarterly or biannual check—especially for shared laundry units or properties with multiple tenants.

✅ 4. Test Smoke and CO Detectors

It’s not just good practice—it’s a liability risk if ignored.

• Replace batteries annually (or install 10-year lithium battery detectors)
• Test all alarms quarterly
• Record the last tested date in your maintenance log or portal

✅ 5. Check Weather Seals, Gutters, and Drainage

Prevent costly water damage by proactively inspecting:

• Window and door weather stripping
• Roof gutters and downspouts
• Exterior grading and sump pumps
• Crawl spaces and attics for moisture or mold

Pro tip: Add insulation inspections if you manage properties in colder climates—heat loss through poor insulation increases energy costs and resident complaints.

✅ 6. Create a Seasonal Maintenance Communication Plan

Residents often don’t know what to report—or when. Preventative maintenance works best when residents are educated and involved.

Consider sharing:

• Seasonal filter change reminders
• What to do before cold weather hits
• How to spot HVAC or plumbing issues early
• Links to your resident portal or maintenance request form

✅ 7. Audit Your Maintenance Vendor Relationships

Are your vendors:

• Reliable and responsive?
• Priced competitively?
• Aligned with your service standards?

Use this time of year to review contracts, renegotiate pricing, and onboard better partners. And if your current filter program lacks transparency, automation, or ROI—it might be time for an upgrade.

✅ 8. Review Your Budget and Resident Benefit Package

Preventative maintenance doesn’t have to be a cost center—it can drive revenue when built into your resident benefits package.

FilterTime is already a core benefit in many PM resident benefits packages, providing:

• A hands-off maintenance win for your team
• Cleaner air and better health outcomes for residents
• An opportunity to increase ancillary revenue per unit

🎯 Ready to Streamline Maintenance in 2026?

FilterTime makes air filter replacement the easiest part of your preventative maintenance plan. We ship the right filter size to the right place on a recurring schedule—no contracts, no minimums, just cleaner air and fewer HVAC headaches.

👉 Book a quick demo here
Let your team—and your residents—breathe happy in 2026.