Property Maintenance for Landlords: A Practical Guide

Maintenance and repairs are an unavoidable part of letting a property. Landlords who stay on top of them tend to spend less in the long run, retain tenants for longer, and avoid the kind of small problems that escalate into large ones. This guide covers how to identify issues early, find the right contractor, manage the quotation and access process, and understand your legal obligations under current and forthcoming legislation.

Landlord Repair Obligations: Current Law and Incoming Changes

Landlords are responsible under the Landlord and Tenant Act 1985 for maintaining the structure and exterior of the property, and for keeping installations for water, gas, electricity, sanitation, heating, and hot water in proper working order. Damage caused by tenant action or neglect is the tenant’s liability. Where this applies, raise it directly, clearly, and in writing.

Two significant changes are being introduced under the Renters’ Rights Act 2025, with implementation subject to consultation and secondary legislation.

Awaab’s Law is being extended to the private rented sector. Currently applying only to social housing, it will require private landlords to address reported hazards, such as damp and mould, within legally specified timescales. The direction of travel is clear: prompt response to reported hazards will become a statutory requirement. Confirm current timescales with a qualified adviser.

The Decent Homes Standard is being extended to the private rented sector. This will require privately rented properties to be safe, well-maintained, and free from serious hazards. Implementation timescales are also subject to consultation. Landlords who already operate to a high maintenance standard will be well placed. Those who do not should treat this as a prompt to review their approach.

This guide reflects the position as of April 2026. Confirm the current statutory position with a qualified adviser.

Identifying Maintenance Issues: Tenant Reports and Property Visits

Tenants are well placed to spot problems early, and it is worth encouraging them to report concerns promptly, even minor ones. A small issue left unreported can escalate into something more disruptive and expensive. Clear, accessible lines of communication between landlord and tenant make early identification far more likely.

Regular property visits are equally important. A minimum of two visits per year is recommended, combining routine maintenance checks with a broader assessment of how the property is being looked after. Tenants must be given advance written notice before any visit.

Finding the Right Contractor for Your Rental Property

A reliable network of contractors is one of the most valuable assets a landlord can have. Landlords who use a letting agent with a managed service benefit from access to vetted, regularly used tradespeople who are more likely to respond quickly and consistently. If you need to find a new contractor independently, the following approach will help.

Specialist or General Maintenance?

Consider whether the job calls for a specialist or a general maintenance contractor. Discrete tasks such as drain clearing or plumbing repairs are often better handled by a specialist. For a range of smaller jobs at the same property, a general maintenance contractor can be more efficient and cost-effective than engaging several different tradespeople separately.

Assessing Quality

• • Word of mouth: A recommendation from someone you trust, who can speak to both the quality of the work and the contractor’s reliability and communication, is the most valuable starting point. Bear in mind the relationship between the recommender and the contractor when weighing their view.
  • Online reviews: Sites such as Checkatrade and Trustpilot allow you to find and assess contractors. Look at the substance of reviews rather than the headline rating. Do they describe the nature of the work, whether timescales were met, and how any problems were handled? Be cautious of contractor websites alone: a professional-looking site is not evidence of quality.
  • Direct contact: If you remain uncertain, call them. A direct conversation will give you a feel for their competence, responsiveness, and whether they are likely to suit your needs.

Qualifications and Insurance

Some work must be carried out by a suitably qualified person. Gas work requires a Gas Safe registered engineer. Electrical Installation Condition Reports (EICRs) must be completed by an engineer registered with NAPIT or an equivalent professional body. New boilers and new wiring require certification for building regulations compliance, with a certificate lodged with the local council.

All contractors should hold public liability insurance. For anything beyond very minor work, request a copy of their certificate before agreeing to instruct them.

Getting Quotes and Agreeing Scope

For any planned work, obtain a detailed written quote rather than a verbal estimate. Be specific about what is required, confirm the scope in writing, and agree a timeframe before work begins. This protects both parties and avoids disputes over cost or scope after the fact.

For emergency repairs, a formal quote may not be practical, but written confirmation of the agreed scope should still be sought as soon as possible. Check that the contractor is available within the timeframe you need before committing. A competitive quote from a contractor who cannot start for six weeks may be less useful than a modestly higher one from someone who can begin promptly.

Arranging Contractor Access to Your Rental Property

Notifying Tenants

You are required to give tenants advance written notice before any contractor visit. When contacting the tenant, ask whether they will be present at the agreed time, as this determines how the contractor gains access. Tenants have exclusive possession of their home and may refuse access or request a different time. A good working relationship with your tenant, built through fair and attentive management over the course of the tenancy, makes these arrangements significantly easier.

Access When the Tenant Is Out

Where possible, establish at the outset of the tenancy whether the tenant is comfortable with a contractor entering the property when they are not at home. This gives greater flexibility on scheduling and reduces the risk of delays if the tenant is unexpectedly unavailable. Any such arrangement should be agreed clearly and recorded in writing.