Tenant asking for reimbursement for “maintenance” after lease — how would you handle?

Jersey City, New Jersey
General Landlording & Rental Properties
5moFollow

Tenant asking for reimbursement for “maintenance” after lease — how would you handle?

Shesha Kandula
Member since 2023 · 6 posts · 1 vote

I’m a landlord and have a tenant whose lease is ending soon (about a year's tenancy). They recently sent a message requesting reimbursement for various maintenance-related items they claim they paid for during their stay.

They’re claiming things like:

  • Regular replacement of HVAC filters (they claim, like monthly 12*$40 for filter replacement)
  • Ongoing pest control supplies for common insects over several months
  • Replacing “filters” in appliances (monthly once)
  • Paying for a professional cleaning after a repair was completed
  • Small materials used to seal gaps to prevent pests

Some context:

  • The lease doesn’t say the landlord reimburses consumables or routine maintenance
  • When they reported pest concerns, I sent pest control companies and also had inspections done to check for underlying issues
  • No vendor identified a major infestation or recommended ongoing treatment
  • The tenant chose to continue handling pest control on their own
  • They haven’t provided receipts yet
  • They’re now asking for reimbursement and mentioning possible small claims if not paid

Questions:

  1. Which of these (if any) are considered landlord responsibility?
  2. How do courts usually view “self-handled” maintenance like this?
  3. Is a lack of receipts typically a dealbreaker?
  4. Would you deny outright or try to settle something small to avoid hassle?

Curious how others would approach this. Thanks in advance.

0Reply
247 views

Most Popular Reply

Janice Carter
Real Estate Broker · Atlanta · Member since 2024 · 1k+ posts · 606 votes
5mo

@Shesha Kandula I would start by following your lease and local laws as that is your foundation. In most cases, routine items like HVAC filters, pest supplies and minor upkeep are considered tenant responsibilities unless the lease states otherwise. If they handled things on their own without approval and haven’t provided receipts that typically weakens their claim. 

3Reply
See this reply in the discussion

15 Replies

Jump to latestLatest
  • Richard F.
    Honolulu, HI · Member since 2008 · 3k+ posts · 2k+ votes
    5mo

    Well, if it were my Rental Agreement, I would say go ahead and send me an invite to Court.

    We know nothing much about your agreement, so impossible to give accurate response beyond follow the terms of your Rental Agreement and Local Law. Without written notice to you about their issues; without your written approval for them to handle the pests on their own; without receipts for anything; and without checking local law on several points you have made, I would still be inclined to tell them "sorry, No."

    Screen better, tighten up your Rental Agreement and clarify your maintenance policies.

    2Reply
    • Shesha Kandula
      OP
      Member since 2023 · 6 posts · 1 vote
      5mo
      Quote from @Richard F.:

      Well, if it were my Rental Agreement, I would say go ahead and send me an invite to Court.

      We know nothing much about your agreement, so impossible to give accurate response beyond follow the terms of your Rental Agreement and Local Law. Without written notice to you about their issues; without your written approval for them to handle the pests on their own; without receipts for anything; and without checking local law on several points you have made, I would still be inclined to tell them "sorry, No."

      Screen better, tighten up your Rental Agreement and clarify your maintenance policies.


       Good credit score and payment on time. Just before vacating the rental, they sent an email with the bill of maintenance without any prior notice 

      This is what we have on the lease.

      *XXX. MAINTENANCE, REPAIRS, OR ALTERATIONS. The Tenant shall, at all times,
      maintain premises in a clean and sanitary manner, and shall surrender the same at
      termination hereof, in as good condition as received, normal wear and tear excepted.
      The Tenant may not make any alterations to the leased premises without the consent in
      writing of the Landlord. The Landlord shall be responsible for repairs to the interior and
      exterior of the building and shall complete said repairs within a reasonable period of
      time after the request is made.*

      0Reply
  • Ken M.
    Investor · Get yourself trained before doing something inadvisable. · Member since 2024 · 3k+ posts · 1k+ votes
    5mo
    Quote from @Shesha Kandula:

    I’m a landlord and have a tenant whose lease is ending soon (about a year's tenancy). They recently sent a message requesting reimbursement for various maintenance-related items they claim they paid for during their stay.

    They’re claiming things like:

    • Regular replacement of HVAC filters (they claim, like monthly 12*$40 for filter replacement)
    • Ongoing pest control supplies for common insects over several months
    • Replacing “filters” in appliances (monthly once)
    • Paying for a professional cleaning after a repair was completed
    • Small materials used to seal gaps to prevent pests

    Some context:

    • The lease doesn’t say the landlord reimburses consumables or routine maintenance
    • When they reported pest concerns, I sent pest control companies and also had inspections done to check for underlying issues
    • No vendor identified a major infestation or recommended ongoing treatment
    • The tenant chose to continue handling pest control on their own
    • They haven’t provided receipts yet
    • They’re now asking for reimbursement and mentioning possible small claims if not paid

    Questions:

    1. Which of these (if any) are considered landlord responsibility?
    2. How do courts usually view “self-handled” maintenance like this?
    3. Is a lack of receipts typically a dealbreaker?
    4. Would you deny outright or try to settle something small to avoid hassle?

    Curious how others would approach this. Thanks in advance.

    What was written into the lease agreement? Follow the lease, that is what it's there for.
    2Reply
    • Shesha Kandula
      OP
      Member since 2023 · 6 posts · 1 vote
      5mo
      Quote from @Ken M.:
      Quote from @Shesha Kandula:

      I’m a landlord and have a tenant whose lease is ending soon (about a year's tenancy). They recently sent a message requesting reimbursement for various maintenance-related items they claim they paid for during their stay.

      They’re claiming things like:

      • Regular replacement of HVAC filters (they claim, like monthly 12*$40 for filter replacement)
      • Ongoing pest control supplies for common insects over several months
      • Replacing “filters” in appliances (monthly once)
      • Paying for a professional cleaning after a repair was completed
      • Small materials used to seal gaps to prevent pests

      Some context:

      • The lease doesn’t say the landlord reimburses consumables or routine maintenance
      • When they reported pest concerns, I sent pest control companies and also had inspections done to check for underlying issues
      • No vendor identified a major infestation or recommended ongoing treatment
      • The tenant chose to continue handling pest control on their own
      • They haven’t provided receipts yet
      • They’re now asking for reimbursement and mentioning possible small claims if not paid

      Questions:

      1. Which of these (if any) are considered landlord responsibility?
      2. How do courts usually view “self-handled” maintenance like this?
      3. Is a lack of receipts typically a dealbreaker?
      4. Would you deny outright or try to settle something small to avoid hassle?

      Curious how others would approach this. Thanks in advance.

      What was written into the lease agreement? Follow the lease, that is what it's there for.
      This is what we have on the lease.

      *XXX. MAINTENANCE, REPAIRS, OR ALTERATIONS. The Tenant shall, at all times,
      maintain premises in a clean and sanitary manner, and shall surrender the same at
      termination hereof, in as good condition as received, normal wear and tear excepted.
      The Tenant may not make any alterations to the leased premises without the consent in
      writing of the Landlord. The Landlord shall be responsible for repairs to the interior and
      exterior of the building and shall complete said repairs within a reasonable period of
      time after the request is made.*

       
      last few words are important I think 

      0Reply
  • Drew SygitBusiness Member
    Property Manager · Royal Oak, MI · Member since 2012 · 12k+ posts · 9k+ votes
    5mo
    Quote from @Shesha Kandula:

    I’m a landlord and have a tenant whose lease is ending soon (about a year's tenancy). They recently sent a message requesting reimbursement for various maintenance-related items they claim they paid for during their stay.

    They’re claiming things like:

    • Regular replacement of HVAC filters (they claim, like monthly 12*$40 for filter replacement)
    • Ongoing pest control supplies for common insects over several months
    • Replacing “filters” in appliances (monthly once)
    • Paying for a professional cleaning after a repair was completed
    • Small materials used to seal gaps to prevent pests

    Some context:

    • The lease doesn’t say the landlord reimburses consumables or routine maintenance
    • When they reported pest concerns, I sent pest control companies and also had inspections done to check for underlying issues
    • No vendor identified a major infestation or recommended ongoing treatment
    • The tenant chose to continue handling pest control on their own
    • They haven’t provided receipts yet
    • They’re now asking for reimbursement and mentioning possible small claims if not paid

    Questions:

    1. Which of these (if any) are considered landlord responsibility?
    2. How do courts usually view “self-handled” maintenance like this?
    3. Is a lack of receipts typically a dealbreaker?
    4. Would you deny outright or try to settle something small to avoid hassle?

    Curious how others would approach this. Thanks in advance.


     Check your lease and local laws.

    Typically, a tenant is required to get a landlord's approval in writing before making any repairs.

    Otherwise, what's stopping them from totally renovating your property and the charging you for it?

    [email protected]248-209-6824
    Logical Property Management4.9458 Reviews
    WebsiteView Page
    3Reply
  • Richard F.
    Honolulu, HI · Member since 2008 · 3k+ posts · 2k+ votes
    5mo

    @Shesha Kandula, so what does local law state with regard to HOW tenants need to communicate maintenance/repair requests to you? What does it say about Tenant ability to deduct from Rent (final month) without authorization? What does local law say specifically about how Owner pest control responsibilities?

    0Reply
    • Shesha Kandula
      OP
      Member since 2023 · 6 posts · 1 vote
      5mo
      Quote from @Richard F.:

      @Shesha Kandula, so what does local law state with regard to HOW tenants need to communicate maintenance/repair requests to you? What does it say about Tenant ability to deduct from Rent (final month) without authorization? What does local law say specifically about how Owner pest control responsibilities?


       I received the final month rent already. As per the lease, first request should be  made. 

      0Reply
  • Janice Carter
    Real Estate Broker · Atlanta · Member since 2024 · 1k+ posts · 606 votes
    5mo

    @Shesha Kandula I would start by following your lease and local laws as that is your foundation. In most cases, routine items like HVAC filters, pest supplies and minor upkeep are considered tenant responsibilities unless the lease states otherwise. If they handled things on their own without approval and haven’t provided receipts that typically weakens their claim. 

    3Reply
  • Kar Sun
    Member since 2021 · 388 posts · 277 votes
    5mo
    Quote from @Shesha Kandula:

    I’m a landlord and have a tenant whose lease is ending soon (about a year's tenancy). They recently sent a message requesting reimbursement for various maintenance-related items they claim they paid for during their stay.

    They’re claiming things like:

    • Regular replacement of HVAC filters (they claim, like monthly 12*$40 for filter replacement)
    • Ongoing pest control supplies for common insects over several months
    • Replacing “filters” in appliances (monthly once)
    • Paying for a professional cleaning after a repair was completed
    • Small materials used to seal gaps to prevent pests

    Some context:

    • The lease doesn’t say the landlord reimburses consumables or routine maintenance
    • When they reported pest concerns, I sent pest control companies and also had inspections done to check for underlying issues
    • No vendor identified a major infestation or recommended ongoing treatment
    • The tenant chose to continue handling pest control on their own
    • They haven’t provided receipts yet
    • They’re now asking for reimbursement and mentioning possible small claims if not paid

    Questions:

    1. Which of these (if any) are considered landlord responsibility?
    2. How do courts usually view “self-handled” maintenance like this?
    3. Is a lack of receipts typically a dealbreaker?
    4. Would you deny outright or try to settle something small to avoid hassle?

    Curious how others would approach this. Thanks in advance.

     these are written into  my contract. For instance pest control is their responsibility and so are the filters. they can buy them but we have to replace them. Appliances are for their convenience so since they use them they are responsible. Recently my tenant fixed the washer but in the washer a [art was found that belonged to a previous tenant from several years ago. So I actually reimbursed him since he had an invoice. 

    0Reply
  • Shesha Kandula
    OP
    Member since 2023 · 6 posts · 1 vote
    5mo

    Thanks everyone for your time and response. I did some googling/chatgpt/gemini.

    Legal Requirements in NJ

    • Written Notice Required: Tenants must notify the landlord in writing (preferably via certified mail) of the defect.
    • Reasonable Time: After notifying the landlord, the tenant must allow a reasonable amount of time for the landlord to make the repairs.
    • Emergency Situations: Only in emergencies (e.g., no heat in winter, severe leaks, broken windows) is this requirement relaxed, but notice should still be given immediately. 

    Consequences of Failing to Notify. If a tenant fails to notify the landlord, or if they only give verbal notice (which is hard to prove), they generally forfeit the right to deduct the cost from the rent or demand reimbursement. A tenant cannot perform repairs on their own and simply bill the landlord later without allowing the landlord to address the issue first.

    Steps for the Landlord: If a tenant is demanding reimbursement for unauthorized repairs:

    1. Check for Written Notice: Determine if they provided written notice (certified mail is the standard).
    2. Evaluate the Repair: Was it a "vital facility" (habitability issue) or a minor maintenance item?.
    3. Review the Lease: Check the lease for clauses related to maintenance reporting and repair procedures
    4. https://www.nj.gov/dca/codes/publications/pdf_lti/habitablit...
    5. https://www.lawgapc.com/blog/repair-deduct-and-rent-withhold...
    0Reply
  • Chris SeveneyBusiness Member
    Moderator
    Investor · VA · Member since 2015 · 21k+ posts · 19k+ votes
    5mo

    A tenant cannot ask for reimbursables after the fact. I would politely respond, "I appreciate you doing this, but at no point did I direct you or advise you to spend any monies that would be reimbursable. Unfortunately, sending this to me after the fact, without my prior approval, is not something we can reimburse.

    7e investments53 Reviews
    WebsiteView Page
    2Reply
    • Shesha Kandula
      OP
      Member since 2023 · 6 posts · 1 vote
      5mo
      Quote from @Chris Seveney:

      A tenant cannot ask for reimbursables after the fact. I would politely respond, "I appreciate you doing this, but at no point did I direct you or advise you to spend any monies that would be reimbursable. Unfortunately, sending this to me after the fact, without my prior approval, is not something we can reimburse.


       Yes, I agree to avoid further complications or unnecessary discussions. Thought of politely declining. 

      1Reply
  • Bruce WoodruffPro Member
    Contractor/Investor/Consultant · San Diego / Phoenix · Member since 2021 · 12k+ posts · 15k+ votes
    5mo

    You have your answer. I would just be extremely polite as you decline. Kill 'em with kindness...

    2Reply
  • Mike Kirby
    Rental Property Investor · New Braunfels, TX · Member since 2021 · 289 posts · 256 votes
    5mo
    Quote from @Shesha Kandula:

    I’m a landlord and have a tenant whose lease is ending soon (about a year's tenancy). They recently sent a message requesting reimbursement for various maintenance-related items they claim they paid for during their stay.

    They’re claiming things like:

    • Regular replacement of HVAC filters (they claim, like monthly 12*$40 for filter replacement)
    • Ongoing pest control supplies for common insects over several months
    • Replacing “filters” in appliances (monthly once)
    • Paying for a professional cleaning after a repair was completed
    • Small materials used to seal gaps to prevent pests

    Some context:

    • The lease doesn’t say the landlord reimburses consumables or routine maintenance
    • When they reported pest concerns, I sent pest control companies and also had inspections done to check for underlying issues
    • No vendor identified a major infestation or recommended ongoing treatment
    • The tenant chose to continue handling pest control on their own
    • They haven’t provided receipts yet
    • They’re now asking for reimbursement and mentioning possible small claims if not paid

    Questions:

    1. Which of these (if any) are considered landlord responsibility?
    2. How do courts usually view “self-handled” maintenance like this?
    3. Is a lack of receipts typically a dealbreaker?
    4. Would you deny outright or try to settle something small to avoid hassle?

    Curious how others would approach this. Thanks in advance.

    $40 for AC filter replacement x 12? The only ac filters that cost that much are the big 4 inch thick ones and they get changed 2 x per year. 

    I agree with everyone else, decline nicely. 
    0Reply
  • Mendy J.
    Investor · NY · Member since 2026 · 121 posts · 42 votes
    5mo

    Decline for sure

    I always require my tenants to let me know if there's any maintenance issues and I do not reimburse in any case. if they have a problem they can contact me or my team. 
    once you start reimbursing for things it never ends, like for example I once had a tenant called me up that there was a lot of snow and he ended up shoveling the snow before my super arrived... so he requested $50 for the last three times he did it.

    NO

    0Reply
Join the conversationCreate a free account to reply, vote on answers and follow this thread.
Log InJoin for Free