In Short
Property maintenance is the planned and reactive care of a building and everything that keeps it running; inspections, cleaning, servicing, repairs and replacements, so it stays safe, compliant, comfortable and holds its value..
Owning property in Australia is exciting, but it also comes with responsibilities that can feel a bit “where do I start?”. The good news: with a simple plan and a few smart habits, maintenance becomes predictable, affordable and far less stressful. This guide walks you through the six must-knows, a ready-to-use 12-month plan, and practical tips you can put in place today.
Why property maintenance matters
Maintenance is protecting people, property value and your back pocket. Get these basics right and you’ll avoid most nasty surprises, year after year.
Safety & compliance: Keeping people safe is non-negotiable. Well-maintained properties reduce risks like fire, electrical faults, slips and trips. Staying on top of checks (e.g., smoke alarms, pool barriers) also supports your legal duties. Rules can vary by state or territory, so always confirm what applies where your property is located.
Protecting asset value: Routine care slows wear and tear, keeps kerb appeal high, and helps you command better rent or resale prices.
Fewer breakdowns, fewer surprises: Preventive servicing and regular inspections catch small issues early, before they become big, expensive dramas.
Insurance & warranties: Many policies and warranties expect “reasonable maintenance”. Clear records (photos, dates, invoices) make claims smoother.
Happier tenants & fewer disputes: Fast, clear maintenance handling builds trust and reduces back-and-forth. Good homes attract and keep good tenants.
The 6 things every property owner must know
Think of these as your maintenance “starter pack”. Nail these six areas and you’ll have a calm, repeatable system instead of firefighting.
1. Preventive vs reactive maintenance
Both play a role: plan ahead to avoid problems, and act fast when the unexpected pops up. The trick is keeping a simple rhythm that suits your property and climate.
Preventive maintenance is planned care to stop things failing, cleaning gutters in autumn, servicing the hot water system, testing smoke alarms, and replacing weather seals. It runs on a schedule (monthly, quarterly, annually) tied to the seasons and the age of your assets.
Reactive maintenance is what you do when something breaks or becomes unsafe; fixing a leak, replacing a blown light in a stairwell, or calling a tradie after storm damage.
A healthy property uses both:
- Prevent to reduce risk, extend asset life and control costs.
- React quickly when something urgent pops up.
Pro tip: Keep a simple logbook + calendar. Each asset (e.g., split-system A/C) gets a page with model number, install date, service intervals and last service date. Put reminders in your calendar at the start of each season.
2. Legal and safety obligations
Safety first, always. Laws vary across states and property types, so use this as a guide and check the current rules where your property sits.
Australia has strong safety expectations for property owners and managers. While details vary by state/territory and by property type (residential, strata, commercial), here are common themes:
- Smoke alarms: Install in the right locations and test regularly; replace batteries or units as required.
- Electrical & gas: Use licensed trades for work. Periodic checks are a smart risk control strategy, and sometimes required.
- Pool barriers & gates: Must be compliant and self-latching; inspect for damage and proper clearances.
- Asbestos & lead paint (older properties): Don’t disturb unless professionally assessed. Use specialists.
- Working at heights & confined spaces: Leave risky tasks to suitably qualified tradies.
- Urgent vs non-urgent repairs: Tenancy laws define what’s urgent (e.g., burst water service, dangerous electrical faults). Know what applies in your state/territory and act promptly.
This guide is general information. Always check the current rules for your location and property type.
3. Budgeting & lifecycle planning
A simple budget beats a perfect one you never use. Set rough buckets, plan for bigger replacements, and give yourself a small buffer for the unknowns.
Great maintenance is part planning, part numbers:
- OPEX vs CAPEX: Day-to-day servicing and consumables are operating costs (OPEX). Bigger replacements (roofing, hot water unit, repainting) are capital (CAPEX).
- Lifecycle planning: Every asset has an expected life. If your hot water system is 10+ years old, start saving for replacement before it fails.
- Prioritise by risk: Safety/compliance first, then weatherproofing (roof, gutters), then comfort and nice-to-haves.
- Set aside an annual allowance: A simple rule of thumb is to allocate a percentage of the property’s value or the annual rent towards maintenance. Add a small buffer for emergencies.
As a general rule of thumb, aim to spend your maintenance budget this way, and adjust these to suit your property’s age and condition.
- Preventive servicing & inspections: 40%
- Reactive repairs: 30%
- Long-term replacements (sinking fund): 25%
- Contingency (storms, surprises): 5%
4. Choosing and managing tradies
The right tradies make life easy; the wrong ones cost time and cash. Do a couple of quick checks up front and be crystal clear on scope and price.
Good tradies save money, time and headaches. Before you book:
- Check licences and insurance: For electrical, plumbing, gas and structural work, this is essential. Ask for public liability cover and, if relevant, workers’ compensation.
- Get clear scopes: Write a short brief; what’s the problem, access instructions, photos, and what “done” looks like.
- Quotes: For larger jobs, seek at least three like-for-like quotes with materials, rubbish removal, warranties and GST clearly noted.
- Rates: Know if you’re paying a call-out fee, an hourly rate or a fixed price. Ask about after-hours rates.
During and after the job, make sure you agree on a time window and contact method, ask for before/after photos and the invoice to include part numbers and warranty details and check the work against the scope before paying the final amount.
5. Workflows & record-keeping
Treat your property like a mini-business. Simple workflows and tidy records save hours and keep insurance and warranty claims painless.
- Work orders: Create a simple ticket for each job with a unique number, description, priority, and due date.
- Approvals: Note who approved what and when; handy for strata or co-owners.
- Asset register: Keep a list of all major assets with serial numbers, install dates, warranty expiry, and service intervals.
- Document storage: Store quotes, invoices, manuals and compliance certificates in one place. Back up to the cloud.
- Audit trail: Dates, times, photos and names make insurance and warranty claims faster and smoother.
6. Technology & automation
You don’t need to be “techy” to benefit from maintenance management software. Even for one or two properties, it can:
- Schedule reminders for seasonal tasks and services.
- Track jobs from request to completion with notes and photos.
- Manage tradies with clear scopes, SLAs and status updates.
- Keep records tidy by putting quotes, invoices, and warranties in one place.
- Generate simple reports so you can see spend by property, asset or tradie.
You’ll find it becomes the “single source of truth” that makes the rest of your system hum.
Build a 12-month maintenance plan
Plans don’t need to be fancy; they need to be consistent. Use the seasons as your backbone and layer in fixed annual tasks like smoke alarm checks or pest inspections. Add your own property-specific items (e.g., lift servicing, solar cleaning).
Seasonal checklist
Here’s a starter list you can copy and tweak. Tick off what applies and add notes for your area and building type.
Summer
- Clean or replace A/C filters; test cooling performance
- Irrigation and outdoor taps – check for leaks or blockages
- Bushfire readiness (clear debris, check gutters if in a risk area)
- Shade sails and exterior blinds – inspect fixings
Autumn
- Clean gutters/downpipes; check roof tiles/flashings after storms
- Prune trees away from buildings and power lines (use pros where required)
- Pest inspection for rodents/insects seeking warmth
- Pressure-wash paths and decks; treat mould/mildew
Winter
- Service heaters; check carbon monoxide risks for gas heating
- Weather seals on doors/windows; fix draughts
- Inspect for damp, leaks and condensation, especially in bathrooms and laundries
- Test safety lighting in common areas (for strata/small commercial)
Spring
- Test and service smoke alarms; refresh batteries as needed
- Exterior paint touch-ups; treat rust on metalwork
- Deck/balcony safety check, fix loose boards, railings, fasteners
- Hot water system service; check the anode if applicable
Property Maintenance Frequency
Not sure how often to do things? Use this quick cadence, then adjust based on condition and history.
- Monthly: Visual property walk-through, trip hazards, light checks, meter reads
- Quarterly: Gutters (leafy areas), filters, pest scan, small plumbing/electrical checks
- Annually: Smoke alarm service, heater/A-C service, roof inspection, fire safety gear, pest treatment
Common property maintenance mistakes & how to avoid them
Most headaches come from a handful of repeatable slip-ups. Spot them early and you’ll save time, money and stress.
- Set-and-forget servicing: Skipping one season often leads to bigger repairs later. Put reminders in your calendar.
- No photos: A quick photo before and after helps you verify work and speeds up claims.
- Vague scopes: “Fix leak” isn’t a scope. State where, how severe, and what the finish should look like.
- Ignoring small leaks: Water wins. Treat leaks and damp as urgent.
- Not checking access: Missed appointments waste everyone’s time. Confirm access with tenants or building managers.
- Poor documentation: If it isn’t documented, it’s guesswork next year.
Cost guide & getting quotes
Pricing can be confusing, but a few rules keep it fair. Define the job, compare like-for-like, and allow a little room for surprises.
- Call-out vs hourly vs fixed: Small troubleshooting is often call-out + hourly. For defined works (e.g., replace mixer tap), ask for a fixed price including materials and waste removal.
- Compare apples with apples: Make sure each quote includes the same scope, materials brand/grade, warranties and GST.
- When to get three quotes: For bigger jobs or anything structural/safety-critical. Use comparable specs and ask for lead times.
- Factor access & timing: After-hours, multi-storey access or delicate finishes can add cost; note them in your scope.
Keep a small buffer: Even with fixed prices, allow a contingency for surprises once walls or roofs are opened up.
Residential vs strata vs small commercial
Different settings call for different rules. When it comes to property maintenance, clarify who approves work, who manages access and what the after-hours process looks like.
- Residential (single home/duplex): You control the schedule. Communicate clearly with tenants about notice periods and preferred times.
- Strata/body corporate: Responsibilities are split between common property and lots. Follow building rules, book lifts, and respect quiet hours. Decisions may require committee approval.
- Small commercial: Expect service level agreements (SLAs), after-hours rules, contractor inductions, and higher urgency for critical equipment (e.g., refrigeration).
In any setting, map who approves work, who gives access, and how emergencies are handled after hours.
Insurance, risk & warranties
Keep proof of servicing and repairs so you can show you’ve done the right thing if something goes wrong.
Insurers like order. So do manufacturers. Keep:
- A tidy log: Dates, times, photos and invoices of maintenance.
Proof of servicing: Especially for systems that could cause major damage (plumbing, roofing, heating/cooling).- Receipts & certificates: Electrical, gas, waterproofing, fire safety, file them where you can find them fast.
Failure to maintain can reduce or void coverage. Good records, on the other hand, can help resolve claims quickly.
Sustainable, cost-smart upgrades
Small upgrades can cut bills and reduce maintenance calls. Start with the easy wins and build from there.
- LED lighting: Lower power use, long life, less ladder time replacing globes.
Water-saving fixtures: Aerators, dual-flush cisterns, drip irrigation.- Weather sealing & insulation: Warmer in winter, cooler in summer, less strain on HVAC.
- Smart timers & sensors: Automate exhaust fans, exterior lights and irrigation.
- Appliance efficiency: When replacing, consider energy ratings and whole-of-life costs, not just purchase price.
Check your state or local council for any current rebates or incentives.
Over to you
Ready to make maintenance easier and more predictable? A simple system today means fewer headaches tomorrow.
If you’d like an easier way to plan, schedule and track jobs, keep tidy records, and work smoothly with trusted tradies, all in one place, try i4T Maintenance – Maintenance Management Software. It’s a friendly way to turn property maintenance from “I’ll get to it” into “done”.
FAQs
Maintenance is routine care that prevents failures (cleaning gutters, servicing heaters). Repairs fix faults after they occur (patching leaks, replacing a broken tap). A good plan uses both to keep costs predictable.
Test regularly (e.g., monthly button test), keep them free of dust, and service/replace as required by local rules and the manufacturer’s instructions. Many owners schedule professional checks annually.
Set thresholds (e.g., one quote under $1,000; two quotes to $5,000; three quotes above that) and allow emergency exceptions.
List your assets, add seasonal tasks, set calendar reminders, and choose your tradies for key services. Use a simple spreadsheet or maintenance software so you can track jobs, dates, photos and invoices.
For small, well-defined jobs, one quote from a trusted tradie can be fine. For larger works or anything structural/safety-critical, three like-for-like quotes help you compare scope, materials and warranties.
Keep a job log with dates, descriptions, photos, invoices, certificates, and who approved the work. Store manuals and warranty details with each asset. This helps with insurance, resale, and future planning.
Use asset checklists, record root causes, and review monthly KPIs to spot patterns.
Check licences and insurance, ask for recent references, provide a clear scope, and agree on timing, access and pricing. After the job, review photos and get itemised invoices with any parts/warranty details.
Yes, if you like being organised. It centralises reminders, jobs, photos and documents, and gives you an audit trail. Even for one property, it can save time and help you avoid missed tasks.