Maintenance and CapEx Strategy for Rentals

Maintenance isn’t a cost center; it’s asset preservation. Here’s a lifecycle plan that keeps NOI stable and tenants happy.

Reserve Policy

• Operating reserve: 3–6 months of expenses.
• CapEx reserve: 1–1.5% of property value per year (older stock toward 2%).
• Separate accounts; don’t co-mingle.

Lifecycle Intervals (Typical)

• Roof: 20–25 yrs (snow/UV can shorten). HVAC: 12–15 yrs. Water heater: 8–12 yrs.
• Paint/carpet: 3–7 yrs depending on turnover.
• Appliances: 7–10 yrs; standardize SKUs to simplify replacements.

Playbook

• Quarterly: filters, minor leaks, GFCIs, exterior walk.
• Annual: roof/attic check, HVAC service, caulking/weatherproofing.
• Per-turn: paint touch-up, deep clean, safety devices, photo doc.

Developer’s Angle

• Track lifecycle dates per asset; alert 12 months before end-of-life.
• Standardize materials; bulk pricing; store SKUs in the system.
• Link maintenance tickets to asset IDs; see failure patterns.

Utah Lens

Freeze-thaw cycles stress roofs and concrete; HVAC strain in inversions. Build inspections around seasons.

Takeaway

Reserve well, schedule proactively, and standardize parts. You’ll cut downtime and stabilize returns.