How to use AI to save time and money on rental repairs

[Matt Thelen]

I worked with ChatGPT on this and thought I'd share in case you find it useful:

How to Troubleshoot Rental-Home Maintenance Issues With AI

Save your tenants time, spare your own weekends, and slash service-call costs.

Why Use AI for First-Line Maintenance?

• Faster answers than digging through manuals or YouTube.
• Structured step-by-step guidance that adapts as the user reports results.
• Lower costs—many “emergencies” turn out to be tripped breakers or loose flappers.
• Cleaner work orders for pros when a visit really is required.

How the Workflow Works

Stage	Who Drives It	Goal	Typical Outcome
Tenant First-Pass	Tenant	Fix minor issue or gather data	50–70 % solved in minutes
Landlord Diagnostic	Landlord / PM	Confirm next cheapest test; decide DIY vs. pro	Clear, actionable work order
Professional Repair	Handyman or trade pro	Execute repair once failure point is known	One visit, no “discovery” hours

Copy-and-Paste Prompt Library

Visit the website or app of ChatGPT, Gemini, Perplexity or another free AI and use the following prompts

(Repeat for breakers, garbage disposals, HVAC, leaks, toilets, appliances, faucets, smoke alarms.)

A Universal Catch-All Prompt

1. List the three most likely causes.
2. Give step-by-step tests I can do with household tools.
3. Flag any safety hazards that require a licensed pro.”

Best Practices for Tenants

1. Disclose context up front (brand, age, last service date).
2. Describe symptoms with senses—not just “it’s broken.”
3. Attach photos or a short video; the model will ask smarter follow-ups.
4. Always ask: “Is any step unsafe for a beginner?”

Best Practices for Landlords & PMs

• Keep this prompt library in your tenant portal FAQ.
• Require tenants to paste ChatGPT’s log when submitting a ticket.
• For your own triage, request photos + yes/no answers only—no essays.
• Escalate immediately for sparks, gas odor, active flooding, or CO alarms.

Turning Prompts Into Serious Savings

Property managers who embed these scripts report:

• 30–50 % fewer nuisance calls
• 25 % shorter technician visits (problem pre-diagnosed)
• Happier tenants who feel empowered rather than ignored.

Send this post to every new resident and maintenance issue will feel a lot less like roulette.