As a new tenant, you're responsible for routine upkeep like replacing light bulbs, swapping HVAC filters, clearing drains, and keeping dryer vents lint-free. Your landlord, however, must handle structural repairs, major system failures, and code compliance issues. Document pre-existing damage during your day-one walkthrough, report problems early, and know when a situation requires emergency contact versus a standard maintenance ticket. Everything you need to manage these responsibilities confidently is covered ahead.
Key Takeaways
- Tenants must replace light bulbs, HVAC filters, and keep drains clear, while landlords handle structural and major system repairs.
- Report maintenance issues early with photos or videos to avoid costly repairs and prevent move-out disputes.
- Structural problems like foundation cracks or sagging floors must be reported immediately; never attempt DIY repairs.
- Major system failures in HVAC, plumbing, or electrical require immediate reporting and licensed professionals for repairs.
- Emergencies like active flooding or gas leaks require immediate contact, while routine issues like dripping faucets need maintenance tickets.
What Maintenance Is Actually the Tenant's Job
Moving into a rental comes with a short list of maintenance tasks that fall on you, not your landlord or Property Specialist.
Tenant upkeep covers the small, day-to-day responsibilities that keep the unit in good condition throughout your lease. You're expected to replace light bulbs, swap out HVAC filters, test smoke and carbon monoxide detectors, and keep the space clean to prevent pest issues or damage.
Routine maintenance also means reporting problems early. If you notice a slow drain, a leaky faucet, or a faulty outlet, don't wait.
Delaying a report can turn a minor issue into a costly repair—and that could come back on you. Timely repairs are necessary for tenant safety and compliance with local housing codes. Know your responsibilities upfront, and you'll avoid disputes when it's time to move out.
Repairs That Always Stay With the Landlord
** While tenants handle the small stuff, certain repairs always remain your landlord's responsibility. Structural and foundation issues, major system failures like HVAC, plumbing, or electrical, and any code compliance repairs fall squarely on the property owner to address. Knowing this distinction protects you as a tenant and guarantees you're not taking on financial or legal responsibility that was never yours to begin with. Furthermore, landlords must ensure all properties meet building codes and maintenance standards, which safeguards tenant rights and promotes safe living conditions.
Structural And Foundation Issues
Structural and foundation issues are always the landlord's responsibility—no exceptions. These repairs protect the structural integrity of the building and go far beyond routine upkeep.
If you notice any of the following, report them to your landlord or Property Specialist immediately:
- Foundation cracks – Horizontal, diagonal, or widening cracks in basement walls or the foundation base signal serious structural concerns.
- Uneven or sagging floors – Floors that slope, bounce, or feel unstable often indicate underlying structural damage.
- Bowing or shifting walls – Walls pulling away from ceilings or showing visible movement require immediate professional assessment.
Never attempt to repair or conceal these issues yourself.
Prompt reporting protects your safety, preserves the property, and keeps you clear of any liability.
Major System Failures
Beyond foundation and structural concerns, major system failures fall into the same category—repairs that always stay with the landlord. When your HVAC, plumbing, electrical, or water heater systems malfunction, those aren't your financial responsibility to fix.
System malfunctions of this scale require licensed professionals and significant investment that falls on your landlord.
Your role is straightforward: report the problem immediately. Delayed reporting can worsen damage and potentially complicate liability. Know your emergency protocols before something goes wrong.
If a pipe bursts or your heating fails in winter, contact your Property Specialist right away—don't wait. Document what you're seeing, note when it started, and avoid attempting DIY fixes on major systems.
Fast, clear communication keeps the situation from escalating and gets repairs moving quickly.
Code Compliance Repairs
Code compliance repairs are another category that always stays with your landlord. When a property falls out of step with local code enforcement requirements, the cost and responsibility of correcting it isn't yours to carry.
These repairs exist to meet legal compliance standards that protect occupants and the structure itself.
Common examples include:
- Electrical upgrades required to meet current safety codes, such as updating outdated wiring or adding required outlets.
- Structural corrections ordered after a municipal inspection flags a violation.
- Egress modifications like widening doorways or adding emergency exits to meet building standards.
If you receive any notice from a local authority about a code issue, forward it to your landlord immediately.
Delays in addressing code violations can create legal complications for everyone involved.
Day-One Walkthrough: What to Document Together
The day-one walkthrough is your best opportunity to establish a clear, shared record of the property's condition before the tenant settles in. Walk through every room together, photograph any pre-existing damage, and test essential systems like HVAC, plumbing, and appliances while both parties are present. Once you've covered everything, have the tenant sign off on the completed documentation so there's no dispute about what existed before move-in. Additionally, ensure that you have a move-in checklist to systematically document the condition of key components throughout the property.
Document Pre-Existing Damage
Documenting pre-existing damage on move-in day is one of the most important steps you and your tenant can take together. A thorough damage assessment protects both parties and eliminates disputes when the tenant eventually moves out.
Use clear documentation methods to capture everything accurately.
- Photograph and timestamp every room, focusing on walls, floors, fixtures, and appliances. Capture existing scratches, stains, and worn areas.
- Complete a written move-in checklist that both you and the tenant sign, noting the condition of each space.
- Record a walkthrough video as supplemental evidence, narrating visible damage in real time.
Store all documentation in a shared digital folder so both parties have immediate access throughout the tenancy.
Test Essential Systems Together
Once you've documented pre-existing damage, testing essential systems together is the next critical step in a thorough move-in walkthrough.
Walk through the property and confirm system functionality for HVAC, plumbing, electrical, and appliances while your tenant is present. Turn on faucets, flush toilets, test every outlet, run the dishwasher, and cycle the heating and cooling.
Tenant awareness matters here—when tenants understand how systems operate from day one, they're more likely to report issues early and use equipment correctly.
Show them the location of the main water shutoff, circuit breaker panel, and HVAC filter. Document anything that underperforms during testing with notes and photos.
Both parties should sign off on the system check, creating a clear, shared record before move-in is complete.
Sign Off Together
After testing every system and noting any issues, the final step is making it official—both you and your tenant sign off on everything you've documented together.
This signature step locks in responsibility clarity from day one and eliminates future disputes about pre-existing conditions.
Include the following in your sign-off documentation:
- A completed walkthrough checklist with both signatures and the move-in date noted.
- Photos or video evidence attached or referenced within the document to support any noted conditions.
- A written summary of tenant expectations outlining who handles what—tenant-reported repairs, landlord responsibilities, and response timelines.
Keep a copy for your records and provide one to your tenant.
This single step protects both parties and sets a professional, transparent tone for the entire tenancy.
Filters, Drains, and Vents: Small Tasks That Prevent Big Bills
A few small habits can save you from costly repairs down the road. Filter maintenance, drain upkeep, and vent cleaning are proactive tasks every tenant should understand from day one.
Replace HVAC filters every 1–3 months, keep bathroom and kitchen drains clear of debris, and guarantee dryer vents stay lint-free to prevent fire hazards. Regularly changing air filters helps improve indoor air quality, which is essential for a healthy living environment.
Tenant awareness around these small fixes makes a significant difference in long-term property health. Seasonal checks on vents and filters help catch issues before they escalate into expensive problems.
During routine inspections, your Property Specialist will review these areas, but staying on top of them between visits is your responsibility. Consistent upkeep protects both your living environment and the property itself.
How to Report a Maintenance Issue the Right Way
Knowing the right steps to report a maintenance issue can mean the difference between a quick fix and a problem that spirals into something costly.
Effective communication with your Property Specialist speeds up response times and helps everyone stay on the same page.
Follow these maintenance reporting tips to guarantee nothing gets missed:
- Document the issue — Take clear photos or short videos showing the problem's location and severity.
- Describe it specifically — Note when it started, what you've observed, and whether it's worsening.
- Indicate urgency — Flag whether the issue poses an immediate safety risk or can wait for a scheduled visit.
Accurate reporting protects your living space and helps your Property Specialist act fast. Additionally, using a maintenance tracking system allows for streamlined reporting and better communication throughout the repair process.
When to Call Emergency Maintenance vs. Wait for a Ticket
Not every maintenance issue carries the same weight, and understanding the difference between an emergency and a routine repair helps you respond appropriately.
Emergency criteria include active flooding, gas leaks, complete loss of heat in freezing temperatures, electrical hazards, or anything threatening safety or structural integrity. In these situations, contact your Property Specialist immediately rather than submitting a standard ticket.
For everything else—a dripping faucet, a broken cabinet hinge, or a malfunctioning appliance—submit a maintenance ticket and allow time for scheduling.
Tenant expectations should be realistic here; routine repairs aren't always same-day fixes. Your Property Specialist will prioritize accordingly and keep you informed throughout the process.
Knowing which category your issue falls into keeps things moving efficiently and guarantees genuine emergencies get the immediate attention they require. Additionally, responding promptly to emergencies not only preserves tenant well-being but also protects the property from further damage.
Frequently Asked Questions
Can Tenants Hire Their Own Repair Person for Minor Fixes?
You'll want to check your lease's repair guidelines before hiring anyone. While some tenant autonomy is allowed for minor fixes, you should always get landlord approval first to avoid potential liability or lease violations.
What Happens if a Maintenance Issue Worsens Before It's Repaired?
If a maintenance issue worsens before it's repaired, you should document the damage and notify your Property Specialist immediately. Escalating problems may qualify as urgent repairs, protecting your tenant rights and ensuring faster resolution.
Are Tenants Responsible for Maintenance Costs During a Short-Term Lease?
Your repair responsibilities during a short-term lease depend on your lease agreements. Typically, you're responsible for minor upkeep, while landlords handle major repairs. Always review your lease carefully to understand your specific obligations.
Does Renters Insurance Cover Damage From Unreported Maintenance Issues?
Renters insurance typically won't cover damage from unreported maintenance issues. You're responsible for timely maintenance reporting, as insurers can deny insurance coverage claims if they determine your negligence contributed to the damage.
Can Tenants Request a Specific Repair Timeline From Their Property Specialist?
You can request a preferred repair timeline from your Property Specialist. Following solid repair request protocols and tenant communication tips, they'll work with your schedule while prioritizing urgency to resolve issues efficiently.
Conclusion
Knowing your maintenance responsibilities from day one isn't just about following rules — it's about protecting yourself. When you document issues upfront, handle small tasks consistently, and report problems the right way, you'll avoid disputes, preserve your deposit, and keep your home in top shape. Don't wait for something to break before you get clear on expectations. Use this checklist as your foundation for a smoother, more confident tenancy from the moment you get your keys.