Most costly property issues are not random. They come from missed inspections, small leaks ignored, unclear documentation, or delayed maintenance. A simple monthly system prevents most “surprises” and keeps your property in good condition, your tenants happier, and your income stable.
Here is a practical checklist you can follow every month.
Monthly checklist overview
Think in five areas:
- Safety and risk
- Maintenance and systems
- Financials and documentation
- Tenant communication
- Vendor and compliance tracking
1) Safety and risk checks
These items reduce liability and protect the tenant and the property.
- Confirm smoke and CO alarms are working (as required)
- Walk common areas (if applicable): lighting, stairs, handrails, trip hazards
- Check exterior doors, locks, garage entry, and intercom systems
- Look for signs of pests (droppings, holes, recurring complaints)
- Confirm emergency contact info is up to date
Tip: Even if you do not physically visit every month, schedule a routine check-in with a vendor or superintendent for multi-unit properties.
2) Maintenance and building systems
Small issues become big expenses when delayed.
- Check plumbing: under-sink leaks, slow drains, water pressure complaints
- Check HVAC: filter replacement schedule, unusual noises, weak airflow
- Inspect caulking and grout in bathrooms and kitchens
- Review seasonal items:
- Winter: draft checks, ice buildup, heating complaints
- Spring: gutters, exterior drainage, roof visual check
- Summer: AC performance, humidity control
- Fall: furnace check, weatherproofing, eavestrough cleaning
Owner action: Keep a maintenance log with date, issue, vendor, cost, and photos. This becomes gold when selling, refinancing, or resolving disputes.
3) Financial and documentation review
Property management is a business. Treat it like one.
- Confirm rent received and recorded correctly
- Reconcile expenses (repairs, utilities, condo fees, landscaping)
- Review delinquency (if any) and follow your collection process
- Save invoices and receipts in a clean folder system
- Track reserve spending and upcoming capital costs
Simple rule: If you cannot explain last month’s cash flow in 2 minutes, your system needs tightening.
4) Tenant relations and communication
Good communication reduces friction and avoids escalation.
- Send a monthly “touchpoint” message (seasonal reminders, garbage schedule, building updates)
- Review open maintenance tickets and update tenants on timelines
- Confirm any agreed tenant responsibilities (snow removal, filters, etc.)
- Document everything important in writing, even after a phone call
Tenant-friendly wording: Short, clear, respectful, and specific timelines.
5) Vendor and compliance tracking
Vendor delays are a common reason repairs get expensive.
- Confirm vendor availability for the next month
- Review workmanship issues and warranty periods
- Ensure insurance coverage and vendor licenses are current (when needed)
- Schedule upcoming work before it becomes urgent
A sample “month end” property report structure
If you manage multiple units or want professional clarity, produce a one-page report:
- Rent collected (yes/no, date)
- Expenses summary (by category)
- Maintenance completed (with photos if relevant)
- Open issues and next steps
- Notable tenant communication
- Recommended preventative maintenance
The payoff: fewer emergencies, better tenants, stronger returns
A monthly checklist keeps you proactive. You spend less time reacting, reduce vacancy risk, and keep your property in better shape over the long term.
If you want, we can convert this checklist into a management workflow for your specific property type (condo, single-family, multi-unit) and handle it end-to-end.