{"id":183242,"date":"2025-06-09T09:54:14","date_gmt":"2025-06-09T15:54:14","guid":{"rendered":"https:\/\/www.biggerpockets.com\/blog\/?p=183242"},"modified":"2025-07-30T11:26:27","modified_gmt":"2025-07-30T17:26:27","slug":"preventative-maintenance-vs-reactive-maintenance-what-rookie-landlords-need-to-know","status":"publish","type":"post","link":"https:\/\/www.biggerpockets.com\/blog\/preventative-maintenance-vs-reactive-maintenance-what-rookie-landlords-need-to-know","title":{"rendered":"Preventative Maintenance vs. Reactive Maintenance: What Rookie Landlords Need to Know"},"content":{"rendered":"\n<p><em>This article is presented by <a href=\"https:\/\/rentredi.com\/biggerpockets\/?utm_source=biggerpockets&amp;utm_medium=partner&amp;utm_campaign=article_04.25&amp;utm_content=general\" target=\"_blank\" rel=\"noopener\">RentRedi<\/a><\/em><\/p>\n\n\n\n<p><span data-preserver-spaces=\"true\">When you&#8217;re managing rental properties, maintenance isn&#8217;t optional\u2014it&#8217;s inevitable. But how you handle it can mean the difference between protecting your investment and constantly putting out fires. If you\u2019re new to <\/span><span data-preserver-spaces=\"true\">landlording<\/span><span data-preserver-spaces=\"true\">, there are two basic approaches to maintenance: preventative and reactive.<\/span><\/p>\n\n\n\n<p><span data-preserver-spaces=\"true\">Spoiler alert:<\/span><span data-preserver-spaces=\"true\"> One of them saves you more time, money, and stress.<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span data-preserver-spaces=\"true\">What Is Preventative Maintenance?<\/span><\/h2>\n\n\n\n<p><span data-preserver-spaces=\"true\">Preventative maintenance means staying ahead of problems before they turn into costly repairs. It\u2019s the seasonal and recurring tasks you schedule on a calendar\u2014like cleaning gutters in the spring, changing air filters every few months, or inspecting smoke detectors annually.<\/span><\/p>\n\n\n\n<p><span data-preserver-spaces=\"true\">These aren\u2019t just nice-to-haves\u2014they\u2019re the foundation of a healthy, functioning property. When you follow a preventative maintenance schedule, you catch issues early, extend the life of your systems, and avoid those dreaded emergency calls at 2 a.m.<\/span><\/p>\n\n\n\n<p><span data-preserver-spaces=\"true\">Take, for example, the <\/span><a class=\"editor-rtfLink\" href=\"https:\/\/www.biggerpockets.com\/resources\/recurring-and-seasonal-maintenance-tracker\" target=\"_blank\" rel=\"noopener\"><span data-preserver-spaces=\"true\">Recurring &amp; Seasonal Maintenance Tracker<\/span><\/a><span data-preserver-spaces=\"true\"> we use. It outlines everything from when to reseal the driveway (every two years in September) to when to remind tenants to replace their air filters (annually in May). This kind of planning creates a rhythm to property management that makes it more predictable\u2014and less expensive.<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span data-preserver-spaces=\"true\">What Is Reactive Maintenance\u2014And Why Can It Be So Costly?<\/span><\/h2>\n\n\n\n<p><span data-preserver-spaces=\"true\">Reactive maintenance is exactly what it sounds like: waiting until something breaks before <\/span><span data-preserver-spaces=\"true\">you fix it<\/span><span data-preserver-spaces=\"true\">. <\/span><span data-preserver-spaces=\"true\">For rookie landlords, it <\/span><span data-preserver-spaces=\"true\">might seem like<\/span><span data-preserver-spaces=\"true\"> a way to save money upfront.<\/span><span data-preserver-spaces=\"true\"> After all, why spend money on maintenance when nothing\u2019s wrong<\/span><span data-preserver-spaces=\"true\">\u2026 <\/span><span data-preserver-spaces=\"true\">yet?<\/span><\/p>\n\n\n\n<p><span data-preserver-spaces=\"true\">But here\u2019s the catch: When you wait for problems to surface, you\u2019re almost always paying <\/span><strong><span data-preserver-spaces=\"true\">more<\/span><\/strong><span data-preserver-spaces=\"true\">\u2014in time, money, and tenant satisfaction.<\/span><\/p>\n\n\n\n<p><span data-preserver-spaces=\"true\">Let\u2019s say you skip gutter cleaning in the spring. It might not seem like a big <\/span><span data-preserver-spaces=\"true\">deal,<\/span><span data-preserver-spaces=\"true\"> until a fall storm rolls in and clogged gutters lead to water backing up into the eaves, causing roof rot or interior leaks. What could have been a $150 seasonal service just became a $2,000 repair job\u2014and possibly a mold remediation situation.<\/span><\/p>\n\n\n\n<p><span data-preserver-spaces=\"true\">Or take HVAC filters. Skipping regular replacements might save you $20 this month, but it puts extra strain on the system. <\/span><span data-preserver-spaces=\"true\">That<\/span><span data-preserver-spaces=\"true\"> can lead to frozen coils, overheating, or even a <\/span><span data-preserver-spaces=\"true\">full<\/span><span data-preserver-spaces=\"true\"> system breakdown <\/span><span data-preserver-spaces=\"true\">that costs<\/span><span data-preserver-spaces=\"true\"> thousands to fix or replace\u2014likely in the middle of <\/span><span data-preserver-spaces=\"true\">summer,<\/span><span data-preserver-spaces=\"true\"> when your tenants need it most.<\/span><\/p>\n\n\n\n<p><span data-preserver-spaces=\"true\">Reactive maintenance also tends to come with higher stress. Emergency repairs are rarely convenient. <\/span><span data-preserver-spaces=\"true\">You may find yourself scrambling to find a plumber over a holiday weekend, paying rush fees, or dealing with multiple vendors <\/span><span data-preserver-spaces=\"true\">just<\/span><span data-preserver-spaces=\"true\"> to get the job done quickly.<\/span><\/p>\n\n\n\n<p><span data-preserver-spaces=\"true\">Plus, this approach can harm your reputation. Tenants expect prompt, professional responses to issues. If problems <\/span><span data-preserver-spaces=\"true\">are consistently ignored<\/span><span data-preserver-spaces=\"true\"> until they become urgent, tenants may not renew their lease\u2014or worse, leave bad reviews.<\/span><\/p>\n\n\n\n<p><span data-preserver-spaces=\"true\">In short, reactive maintenance may feel like saving money <\/span><span data-preserver-spaces=\"true\">in<\/span><span data-preserver-spaces=\"true\"> the moment, but it often leads to:<\/span><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span data-preserver-spaces=\"true\">Higher repair and labor costs<\/span><\/li>\n\n\n\n<li><span data-preserver-spaces=\"true\">Unplanned downtime<\/span><\/li>\n\n\n\n<li><span data-preserver-spaces=\"true\">Frustrated tenants<\/span><\/li>\n\n\n\n<li><span data-preserver-spaces=\"true\">More property damage<\/span><\/li>\n\n\n\n<li><span data-preserver-spaces=\"true\">Shorter lifespan of major systems and appliances<\/span><\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><span data-preserver-spaces=\"true\">Why Preventative Maintenance Wins (Almost) Every Time<\/span><\/h2>\n\n\n\n<p><span data-preserver-spaces=\"true\">While you\u2019ll never eliminate all surprises in property management, you can significantly reduce them with a preventative mindset. Here\u2019s why it\u2019s worth building into your process:<\/span><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong><span data-preserver-spaces=\"true\">Lower repair costs:<\/span><\/strong><span data-preserver-spaces=\"true\"> Early fixes are <\/span><span data-preserver-spaces=\"true\">cheaper<\/span><span data-preserver-spaces=\"true\"> than full replacements.<\/span><\/li>\n\n\n\n<li><strong><span data-preserver-spaces=\"true\">Happier tenants: <\/span><\/strong><span data-preserver-spaces=\"true\">Proactive care <\/span><span data-preserver-spaces=\"true\">builds<\/span><span data-preserver-spaces=\"true\"> trust and <\/span><span data-preserver-spaces=\"true\">keeps<\/span><span data-preserver-spaces=\"true\"> your tenants <\/span><span data-preserver-spaces=\"true\">comfortable<\/span><span data-preserver-spaces=\"true\">.<\/span><\/li>\n\n\n\n<li><strong><span data-preserver-spaces=\"true\">Longer asset life<\/span><\/strong><span data-preserver-spaces=\"true\">: Systems like HVAC and roofs last longer when maintained regularly.<\/span><\/li>\n\n\n\n<li><strong><span data-preserver-spaces=\"true\">Fewer emergencies: <\/span><\/strong><span data-preserver-spaces=\"true\">You\u2019re not scrambling when something <\/span><span data-preserver-spaces=\"true\">major<\/span><span data-preserver-spaces=\"true\"> goes wrong.<\/span><\/li>\n\n\n\n<li><strong><span data-preserver-spaces=\"true\">More organized operations:<\/span><\/strong><span data-preserver-spaces=\"true\"> You follow a <\/span><span data-preserver-spaces=\"true\">schedule,<\/span><span data-preserver-spaces=\"true\"> rather than reacting in chaos.<\/span><\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><span data-preserver-spaces=\"true\">Start with a Maintenance Tracker<\/span><\/h2>\n\n\n\n<p><span data-preserver-spaces=\"true\">If you&#8217;re just getting started, use a simple spreadsheet like the one we\u2019ve built to map out seasonal and recurring tasks. For example:<\/span><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong><span data-preserver-spaces=\"true\">Clean gutters: <\/span><\/strong><span data-preserver-spaces=\"true\">Every spring (April)<\/span><\/li>\n\n\n\n<li><strong><span data-preserver-spaces=\"true\">Seal driveways:<\/span><\/strong><span data-preserver-spaces=\"true\"> Every two years (September)<\/span><\/li>\n\n\n\n<li><strong><span data-preserver-spaces=\"true\">Check fire extinguishers:<\/span><\/strong><span data-preserver-spaces=\"true\"> Every two years (June)<\/span><\/li>\n\n\n\n<li><strong><span data-preserver-spaces=\"true\">Replace A\/C filters:<\/span><\/strong><span data-preserver-spaces=\"true\"> Annually (May)<\/span><\/li>\n<\/ul>\n\n\n\n<p><span data-preserver-spaces=\"true\">You can build this into your calendar, assign tasks to vendors, and add notes <\/span><span data-preserver-spaces=\"true\">like<\/span><span data-preserver-spaces=\"true\"> reminders to notify tenants in advance.<\/span><span data-preserver-spaces=\"true\"> Over time, this tracker becomes one of your most valuable property management tools.&nbsp;<\/span><\/p>\n\n\n\n<p><span data-preserver-spaces=\"true\">Managing maintenance across multiple properties\u2014or even just one\u2014can quickly get overwhelming if you\u2019re relying on memory, sticky notes, or scattered emails. That\u2019s where property management software like <a href=\"https:\/\/rentredi.com\/biggerpockets\/?utm_source=biggerpockets&amp;utm_medium=partner&amp;utm_campaign=article_04.25&amp;utm_content=general\" target=\"_blank\" rel=\"noreferrer noopener\">RentRedi<\/a> becomes a game changer. RentRedi makes it easy to track, manage, and respond to maintenance requests all in one place. Tenants can submit repair issues directly through the app, including photos and detailed notes, so you know exactly what\u2019s wrong before stepping foot on the property. You can even assign tasks to specific vendors, monitor the status of each job, and keep a digital record of completed work. Automated notifications keep everyone informed about repair statuses or upcoming inspections.&nbsp;<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span data-preserver-spaces=\"true\">Why You Need to Budget for Repairs and Capital Improvements<\/span><\/h2>\n\n\n\n<p><span data-preserver-spaces=\"true\">Even with the best preventative maintenance plan, repairs are going to happen\u2014and some of them will be expensive. That\u2019s why every landlord, rookie or experienced, should have reserves set aside specifically for maintenance and capital improvements.<\/span><\/p>\n\n\n\n<p><span data-preserver-spaces=\"true\">Think of it like this: Maintenance isn\u2019t an \u201cif,\u201d it\u2019s a \u201cwhen.\u201d Water heaters wear out. Roofs age. Appliances break. And when they do, you don\u2019t want to be scrambling to cover a $2,000 repair or a $5,000 HVAC replacement. Having dedicated funds set aside means you can act quickly without disrupting your personal finances or cash flow from other properties.<\/span><\/p>\n\n\n\n<p><span data-preserver-spaces=\"true\">A common rule of thumb is to set aside 1% to 3% of the property value annually for maintenance and capital expenses. Another approach is to base your reserves on monthly rent\u2014setting aside 10% to 15% of the rent each month into a dedicated repair fund. The exact number may vary, depending on the age of your property and local costs, but the goal is the same: Be prepared.<\/span><\/p>\n\n\n\n<p><span data-preserver-spaces=\"true\">Capital improvements (like new windows, major system upgrades, or structural work) aren\u2019t just expensive\u2014they\u2019re necessary for maintaining property value and tenant satisfaction. Budgeting for them helps you make smart, timely upgrades instead of reactive, last-minute replacements. Using tools like <a href=\"https:\/\/rentredi.com\/biggerpockets\/?utm_source=biggerpockets&amp;utm_medium=partner&amp;utm_campaign=article_04.25&amp;utm_content=general\" target=\"_blank\" rel=\"noreferrer noopener\">RentRedi<\/a>, you can track past maintenance expenses and start to estimate future needs. That data gives you a clearer picture of what your reserve should look like, so you&#8217;re not caught off guard.<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span data-preserver-spaces=\"true\">Final Thoughts<\/span><\/h2>\n\n\n\n<p><span data-preserver-spaces=\"true\">Preventative maintenance isn\u2019t just about saving money\u2014it\u2019s about protecting your time, property, and peace of mind. <\/span><span data-preserver-spaces=\"true\">As a rookie landlord, the sooner you shift from <\/span><span data-preserver-spaces=\"true\">reactive<\/span><span data-preserver-spaces=\"true\"> to <\/span><span data-preserver-spaces=\"true\">proactive<\/span><span data-preserver-spaces=\"true\">, <\/span><span data-preserver-spaces=\"true\">the smoother your business will run.<\/span><\/p>\n\n\n\n<p><span data-preserver-spaces=\"true\">Your future self (and your tenants) will thank you.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>This article is presented by RentRedi When you&#8217;re managing rental properties, maintenance isn&#8217;t optional\u2014it&#8217;s inevitable. But how you handle it can mean the difference between protecting your investment and constantly [&hellip;]<\/p>\n","protected":false},"author":273816,"featured_media":183245,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[5183],"tags":[],"class_list":["post-183242","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-landlording"],"acf":[],"comment_count":0,"_links":{"self":[{"href":"https:\/\/www.biggerpockets.com\/blog\/wp-json\/wp\/v2\/posts\/183242","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.biggerpockets.com\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.biggerpockets.com\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.biggerpockets.com\/blog\/wp-json\/wp\/v2\/users\/273816"}],"replies":[{"embeddable":true,"href":"https:\/\/www.biggerpockets.com\/blog\/wp-json\/wp\/v2\/comments?post=183242"}],"version-history":[{"count":0,"href":"https:\/\/www.biggerpockets.com\/blog\/wp-json\/wp\/v2\/posts\/183242\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.biggerpockets.com\/blog\/wp-json\/wp\/v2\/media\/183245"}],"wp:attachment":[{"href":"https:\/\/www.biggerpockets.com\/blog\/wp-json\/wp\/v2\/media?parent=183242"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.biggerpockets.com\/blog\/wp-json\/wp\/v2\/categories?post=183242"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.biggerpockets.com\/blog\/wp-json\/wp\/v2\/tags?post=183242"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}