Maintenance replacements for certain household items

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Maintenance replacements for certain household items

Nadir M.
Property Manager · Westminster, CO · Member since 2018 · 486 posts · 110 votes

Hi everyone,

One of my tenants recently found a replacement filter for the fridge and wanted me to order more before it expires. It raised a question of whether it’s the tenant responsibility or the landlords to continue to replace. That goes for things such as furnace filters as well. From everyone’s experience, do you guys put the responsibility on the tenant or would it be the landlords responsibility to replace. I know this can go either way but wondering what everyone does. 


Thank you, 


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Nathan GesnerBusiness Member
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Real Estate Broker · Cody, WY · Member since 2010 · 28k+ posts · 41k+ votes
2y

I require tenants to replace consumables like refrigerator filters or HVAC filters. This should be written in the lease and discussed prior to occupancy. If it wasn't, then you should consider covering the cost until you can correct it in your next lease.

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  • Colleen F.Pro Member
    Investor · Narragansett, RI · Member since 2013 · 8k+ posts · 4k+ votes
    2y

    @Nadir M.  Fridge filter is like a lightbulb it is a consumable that they can get or not get, makes the water better or I suppose the fridge smell less but it is not essential.   Furnace filters you really have to change. We pay for furnace maintenance but not fridge filters. I guess for me the dividing line is does it damage the function or cause a safety hazard if I leave it on the tenant.  

    1Reply
  • Hana Stephont
    Member since 2024 · 6 posts · 4 votes
    2y

    It usually depends on safety and function. Fridge filters they don’t affect how the fridge works. Furnace filters, though, are important for keeping things safe and running well, so I would say you could take care of those but leave fridge filters to the tenant. If it could cause a problem or safety issue, you handle it; if not, the tenant can decide. If these things are not in the lease, you might consider updating it to clarify. That way, there’s no confusion, and everyone knows their role.

    1Reply
  • Nathan GesnerBusiness Member
    Moderator
    Real Estate Broker · Cody, WY · Member since 2010 · 28k+ posts · 41k+ votes
    2y

    I require tenants to replace consumables like refrigerator filters or HVAC filters. This should be written in the lease and discussed prior to occupancy. If it wasn't, then you should consider covering the cost until you can correct it in your next lease.

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  • Peter TverdovBusiness Member
    Developer · New Brunswick, NJ · Member since 2015 · 1k+ posts · 2k+ votes
    2y

    We always handle the filters. Tenants won't change them and it will shorten the life expectancy of the unit. Fridge filter they can handle that. Lightbulbs, batteries in smoke detectors is on them and written in the lease.

    You can really do whatever you want if it is written in the lease contract but bear in mind they don't own the home and won't care on certain things.

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  • Arvand SabetianBusiness Member
    Member since 2024 · 62 posts · 21 votes
    2y

    Replacing small items such as those can often times build trust and keep your tenants happy. As @Peter Tverdov mentioned, you'll usually see that tenants don't replace these things. Out of sight out of mind.

    If these were items you wanted to pass the cost down to the tenants--light bulbs, air filters, water filters, batteries etc. those should be defined in the lease agreement.

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  • Marylyn Patankar
    Tampa, FL · Member since 2023 · 17 posts · 9 votes
    2y

    In my experience, these are definitely considered consumables, so it falls on the tenant to replace them. In our leases, we specify that any routine maintenance or maintenance costs under $100 are the tenant's responsibility. This way, it’s clear that items like fridge filters and furnace filters are on them. It helps avoid any confusion down the line!

    1Reply
  • Jake KnightPro Member
    Property Manager · Indianapolis · Member since 2017 · 303 posts · 146 votes
    2y

    I think it's really important to include the language in the lease.  I would ask if the filter was replaced before they moved in?  Like many have said here, consumables are reasonable for tenants to foot the bill and replace themselves.  If that isn't outlined in the lease, I would do that at renewal but potentially include that until that happens. 

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  • Karen Oduok
    Charlotte, NC · Member since 2024 · 6 posts · 0 votes
    1y

    Such helpful answers. I've been pondering the same question lately.

    For items like HVAC filters, do you remind tenants when it's the time to change it, or just expect that they will do it?

    0Reply
  • Colleen F.Pro Member
    Investor · Narragansett, RI · Member since 2013 · 8k+ posts · 4k+ votes
    1y

    @Karen Oduok  hvac is too big cost of an item to leave maintenance on the tenant. You either do it or remind tenants to do it and even then you would have to check they actually do it. 

    1Reply
  • Leroy K. WilliamsPro Member
    Property Manager · Southfield Mi · Member since 2018 · 191 posts · 176 votes
    1y

    It depends on the type of rental. If it is a market rate class A, B or even C properties, I would say that it (basic maintenance) is something the tenant should handle considering that for these properties the tenants likely have additional resources to handle small maintenance issues.  For low income (especially multifamily) I would recommend that the landlord take care of all maintenance.  

    Typically, unattended to small maintenance items will become bigger issues over time. Your tenants who faced with an already tight household budget may decide to rig the issue instead of fixing it properly.  

    1Reply
  • Nathan GesnerBusiness Member
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    Real Estate Broker · Cody, WY · Member since 2010 · 28k+ posts · 41k+ votes
    1y
    Quote from @Karen Oduok:

    Such helpful answers. I've been pondering the same question lately.

    For items like HVAC filters, do you remind tenants when it's the time to change it, or just expect that they will do it?


    My recommendation is that you make it a tenant responsibility in the written lease, then send reminders every 3-6 months, depending on the schedule. Also remind them that they may be held responsible if a repair is necessary because they failed to change the filter.

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  • Natalie JohnsonBusiness Member
    Member since 2024 · 3 posts · 1 vote
    1y

    For fridge filters, I usually treat it like batteries for smoke detectors and make it the tenant's responsibility since it's an easy replacement. Furnace filters can go either way; some landlords handle it to protect the HVAC system, while others leave it to tenants with a reminder schedule. Adding these responsibilities to the lease can help keep things clear.

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  • Michael SmytheBusiness Member
    Real Estate Agent · Metro Detroit · Member since 2023 · 4k+ posts · 3k+ votes
    1y

    @Nadir M. what does your lease require?

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  • Karen Oduok
    Charlotte, NC · Member since 2024 · 6 posts · 0 votes
    1y
    Quote from @Nathan Gesner:
    Quote from @Karen Oduok:

    Such helpful answers. I've been pondering the same question lately.

    For items like HVAC filters, do you remind tenants when it's the time to change it, or just expect that they will do it?

    Thank you!

    My recommendation is that you make it a tenant responsibility in the written lease, then send reminders every 3-6 months, depending on the schedule. Also remind them that they may be held responsible if a repair is necessary because they failed to change the filter.


    0Reply
  • Chris Grenzig
    Property Manager · Orlando, FL · Member since 2016 · 479 posts · 277 votes
    1y

    @Nadir M. our lease specifies the resident is responsible. If your lease doesn't specify stuff like this ask your attorney if you are allowed to because I recommend specifying it one way or the other. 

    1Reply
  • Melissa Labanowski
    Property Manager · Myrtle Beach, SC · Member since 2024 · 7 posts · 1 vote
    1y

    As a property manager handling short term rentals, we would have the owner replace but long term rentals like the one I'm staying in, it requires the tenant to replace the filters.

    1Reply
  • Steve Johnson
    Handyman · Kansas City, MO · Member since 2024 · 8 posts · 5 votes
    1y
    Quote from @Nadir M.:

    Hi everyone,

    One of my tenants recently found a replacement filter for the fridge and wanted me to order more before it expires. It raised a question of whether it’s the tenant responsibility or the landlords to continue to replace. That goes for things such as furnace filters as well. From everyone’s experience, do you guys put the responsibility on the tenant or would it be the landlords responsibility to replace. I know this can go either way but wondering what everyone does. 


    Thank you, 



     Things like that I generally put on the tenant, you just need to state as much in the lease.  Also showing them how to do it and where its all located during move in walk through and it being on the move in check list that everyone signs.   I know alot of people are charging 30-40 bucks a month around here and that covers the supplies to do the furnace and fridge filter but its still on the tenant to actually do the labor part.

    1Reply
  • Andrew Street
    Member since 2019 · 1k+ posts · 292 votes
    1y

    Hi Nadir - It really depends on the lease, but usually, landlords take care of bigger stuff like furnace filters or fridge water filters as part of maintenance. Tenants typically handle smaller things like changing fridge filters or furnace air filters. To avoid any confusion, it’s a good idea to clearly state who’s responsible for what in the lease. Some landlords even add a small fee to cover these kinds of costs.

    I'd be happy to connect and discuss more! 

    1Reply
  • Heath Sizick
    Rental Property Investor · Hampstead, NC · Member since 2024 · 107 posts · 54 votes
    1y
    Quote from @Karen Oduok:

    Such helpful answers. I've been pondering the same question lately.

    For items like HVAC filters, do you remind tenants when it's the time to change it, or just expect that they will do it?


    As part of the Tenants benefits we include HVAC filters quarterly via mail for them to replace. We do semi-annual inspections & check to see if the filters are actually being changed. 

    The more that is written out clearly in lease agreement the better. Staying in front of things will give you & your tenants more peace of mind & minimize problems on back end.  

    1Reply
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