Ok I have not posted lately because I have been focused on business planning and operations but I wanted to take a few moments and share a good maintenance addendum to add to your leases. As part of the last few weeks I have been updating my policy and procedures for our rental and flipping operations.

I am a huge believer in systems and processes. Anything that is going to be done multiple times I want to have a process in place that is documented so it can be done the same way each time. This is also known as Standard Operating Procedures or Policy and Procedures.

These become very helpful when

1 – Certain things may not be done each day and when they come up it will prevent you from having to start all over and try to remember how exactly you did it last time. This is particularly important in things like property management because of the potential liability of omitting certain documents or disclosures to tenants or transactions.

2 – It helps make your business more scale able. If you have these systems documented it is easier to bring someone on if you get busy and they can hit the ground running. It is also good if you have people working for you so that if something were to happen to them you would know how these items were done.

3 – It makes you more efficient and allows you to improve quicker by allowing yourself to see over time how you are or were doing things which makes it easier to build upon previous systems.

4 – You add checklists to everything you do.

As part of our lease agreements with tenants we add an addendum called maintenance instructions. This let’s our resident know in advance what is expected of us as the owners and of the tenants and helps reduce questions that frequently come up. This is part of our resident welcome package which incorporates the lease, addendum and a 30 page document on making there stay with us more enjoyable and helping alleviate many misunderstandings that frequently happen between the landlord and the tenant.

Disclaimer – I am in San Diego, California so check out all your laws & speak with an attorney etc. wherever you are at before taking advice from someone like me


The following are maintenance instructions for the Rental Agreement; dated date agreement begins for Tenant Names at Property Address. Tenant agrees to follow the maintenance instructions, and understands they prevail unless they receive notification from Landlord and/or Landlord’s Agent.

Call (619) 928-2878 to report maintenance

For Emergencies, listen to the emergency instructions CAREFULLY, and leave the information needed. It is vital you leave all necessary telephone numbers and times where we can reach you after hours, weekends, and holidays.

For a non-emergency, leave a message and your call will be returned the next business day.

Procedures for requesting maintenance:

1. Before calling, check to see if you can determine the cause of the problem you are experiencing, unless you have an emergency, such as those listed in paragraph 3. Read examples of various problems on the following page. Read these examples carefully.

2. Determine if it is an emergency or a non-emergency item.

3. Emergencies

 There are FEW emergencies.

Definition of an emergency: A life threatening situation such as a fire, flood and/or uncontrollable water, electrical problem, smell of gas, etc.

o Emergencies causing immediate danger such as fire call 911

o Emergencies involving gas call the gas company and if necessary, 911

o Emergencies involving IMMEDIATE electrical danger, call the utility service.

o Emergencies such as backed up plumbing, flooding, call the (619) 928-2878,; if necessary, call 911 first.

o An emergency is NOT heat – this is a priority item and we will make it a priority with vendors to have the heat working as soon as is possible.

o An emergency is not air-conditioning, non-working dishwasher, sprinklers, etc.

4. If it is a non-emergency, please do the following:

After office hours: call, (619) 928-2878 and be sure to leave a complete message with RETURN telephone numbers. Be sure to follow up during daytime hours in the event the voice mail system fails, or you fail to record your message.

During office hours:

o Call (619) 928-2878 and inform the party answering the phone you are requesting maintenance. Do not ask for a specific party – this will slow the process of your request.

o Explain your problem clearly and calmly, giving your name, telephone numbers and address. A representative will complete a work order. Then we will assign a vendor to contact you. We do not give vendors keys to the residences. Vendors are required to make appointments with tenants. We do not release keys to vendors.

o Remember, this is a NON-EMERGENCY item and in most cases, the vendor will not be able to make an appointment immediately.

o Failure to show at an appointment can mean a charge to you. Therefore, be certain to call the our office as soon as possible if you are unable to make the appointment.

o If you do not hear within 5/7 business days, call the office and inform us a vendor has not contacted you A staff member will contact the vendor to find out the cause of the delay, and then inform you when a vendor contact can be expected.

o After a repair has taken place, if you have problems, call us and state you had a recent repair but there is still a problem. Recent repair means within the last 60 days and pest control work means within 30 days. If you fail to report this and there is further damage, you may be responsible for the cost of the damage.

Maintenance Addendum, continued:

Check the following, if appropriate, before calling:

1. If the oven does not work, check time-bake to be sure the settings on the unit are not preventing the oven from working. An oven set on time bake WILL NOT HEAT. An oven on time-bake can mean a charge to you.

2. If the air-conditioner does not work, check ALL circuit breakers. Often during hot weather or if a circuit breaker overloads, it will trip off the circuit breaker. A tripped circuit breaker is often difficult to see, and it could appear that it is not. Therefore, you must turn the breaker all the way off and then turned the break all the way on. If you do not turn the circuit breaker all the way off, it does not “reset” itself to correct the problem.

3. If the garbage disposal does not work, check underneath on the disposal unit and push the reset button. If something is stuck and the blades do not turn, try putting a broom handle down the disposal and give it a gentle twist, but do not exert extreme force. This can break the disposal loose, and then it will work. Special note: check that the garbage disposal is OFF before using these instructions. If this does not work, call us.

4. If the electrical does not work in part of the house:

Check for the GFI plug, which is usually located in the garage, patio, kitchen, or the bathroom.

Reset the GFI plug and most likely, it will restart the electrical.

Sometimes there is more than one GFI; it is a good idea to check around the house to be aware if an electrical problem should occur. There may not be GFI plugs in homes built before 1970.

5. If the circuit breakers continually keep going off:

Check all appliances to see if too many appliances are running such as irons, microwave, toaster, curling iron, computers, printer, blow dryers, and more are causing an overload.

6. If the smoke alarm does not work, check the following:

First, check the batteries. If a new battery does not work, call in a work order. Tenants are responsible for the replacement of batteries. It is important to replace batteries and NOT disconnect the smoke alarm.

Normally the smoke alarm will emit a beeping sound when the batteries are not working or losing their charge.

Test your smoke alarms every thirty days. If the smoke alarm is not working, call RES to place a work order immediately. Remember a smoke alarm is for safety, and it is very important to check it regularly to see if it is working

Do not disconnect or remove a smoke alarm.

Tenants are responsible for the following routine maintenance:

1. Wood burning fireplace maintenance

Always be sure to open the damper before starting any fire. If unfamiliar with how to do this, call for help.

If smoke is coming out of the front of the fireplace, put out the fire immediately and ventilate the house.

Do not use soft woods in fireplaces such as pine, fir, and redwood because they cause a coating in the flue, which can cause fires. Use woods such as oak, almond, walnut, etc.

Do not overfill the fireplace and create a blazing fire that could cause damage to the firebox or cause a fire.

Use a fireplace screen at all times when using the fireplace to prevent damage, particularly to the carpet.

Check to see if fireplace coals are cold before removing from the fireplace…

Never store hot or warm coals in a container, such as a garbage can, paper bag or any other container.

Never store the garbage can in the garage or against the house

Store any warm or hot coals away from any combustibles or the residence for at least two (2) days before disposing of them, and then check them again before disposing.

2. Normal insect control

Tenants are required to do normal insect maintenance

When storing pesticides, be careful for the safety of children and animals at all times.

For Indoor insects, such as fleas, ants, spiders, silverfish, and more, do the following:

o Insect foggers are the most reliable. Purchase them at grocery or garden stores.

o To use: follow the instructions on the cans, cover all food and dishes, remove all adults, children and animals from the inside, and leave for approximately for four hours.

For outdoor Insects, such as ants, fleas, grasshoppers, and more:

o Purchase granulized or liquid insect products at any garden supply store. It is very economical to buy and very effective.

o Follow the directions on the package, apply around the perimeter of the house, and fence.

o For spiders, use liquid premixed insecticide. Follow the directions on the package.

o Purchase bait for snails, sow bugs, and slugs, and similar pest, bait at garden supply stores. Follow the directions on the package.

o If the insect problem persists, call the office.

3. For rodent control, observe the following:

 If you have ordinary mice, you can purchase several common controls t at grocery or garden supply stores.

 If you see rats or large rodents, contact us.

4. Landscape and watering:

Where indicated on your rental contract, maintain exterior landscape by mowing, trimming, weeding, fertilizing, and watering.

If there are sprinklers, monitor the level of water needed and if necessary, contact us for additional help or instruction.

If you have sprinklers or an irrigation system that is not working, call us.

Keep all landscape watered unless a Homeowners’ Association controls it.

Pick up all pet droppings on the property, even if you do not have pets. If you have pets, keep them from causing damage.

If there is a pool, it is necessary to maintain the water level and report if there is a problem with maintaining the water level, as this may indicate a leak in the pool plumbing

5. Tenant required replacements:

Replace burned out light bulbs with the correct size, but do not use light bulbs in excess of 60 Watts.

Replacement of furnace and air-conditioning filters is a requirement:

o Replace monthly if you smoke, or you have allowed someone to smoke in the property.

o Replace at a MINIMUM every three months, and with the correct size. The filter size is on the side of the filter, and an arrow indicates the direction of the airflow.

 Replace smoke alarm battery:

o Normally the smoke alarm will emit a beeping sound when the batteries are not working or losing their charge. Do not remove a smoke alarm because it is not working or beeping. By doing so, you endanger all residents and guests and you could be liable for damages in the event of a fire.

o If the smoke alarm is not working, replace the batteries. If new batteries still do not work, call and place a work order immediately. Tenants are responsible for the replacement of batteries.

o Test smoke alarms every thirty days and immediately report a non-working smoke alarm. A smoke alarm is for safety and it is very important to check it regularly to see if it is working.

o Never remove or disconnect a smoke alarm you can endanger everyone.

6. Properly dispose the following:

 Toxic waste such as oil, antifreeze, batteries, and solvents

 Place garbage in the proper receptacles provided and in accordance with city and/or county rules

 Christmas trees

7. Holiday decorations and lights

Hang lights and decorations properly and carefully.

Before hanging, check for bad plugs and loose wires. If you find defects, dispose of the lights.

Only use lights and decorations during holiday seasons; remove them immediately when the season ends.

Maintenance Addendum, continued:

8. Cleaning and maintenance of the property


o Keep food cleaned up at all times and clean oven/stove hood vents regularly.

o Ovens

 If you do not know the type of oven you have, call RES for help.

 Do not leave oven on and unattended when leaving the house at any time.

 Do not allow grease build up this can cause fires.

o Continuous clean ovens

 Clean regularly

 If the oven is a continuous clean oven, do not use a commercial oven cleaner, such as Easy Off. This will only ruin a continuous clean oven.

For continuous clean ovens, turn on to 450 degrees and leave on for 2-3 hours. High heat helps the cleaning process. Then wipe out with a damp cloth after oven cools.

Do not leave oven on high heat for longer than 3 hours.

o Regular ovens that are not continuous or self-cleaning:

Use a commercial oven cleaner, such as Easy Off and follow directions on the product.

o On self-cleaning ovens

Follow the cleaning directions, usually located on the top of the stove/oven.


o Prevent mildew and mold from accumulating.

o If mildew and mold appear, use a product such as X-14 or Tilex to remove immediately.

o Keep bathrooms properly ventilated to prevent mildew and mold from happening.

o Use an exhaust fan or window, while taking showers and for an extended reasonable time afterward.

       Carpets and flooring

o Maintenance and cleanliness of carpets and flooring are the responsibility of tenants during occupancy, when moving, and at their own expense.

o Keep floors vacuumed.

o Immediately clean up spills to prevent stains and damage.

o Do not use wax on vinyl or tile.

o Use only hardwood floor cleaners on hardwood floors.

o Have carpets steam cleaned when appropriate; do not use home floor cleaning machines.

 Windows and window furnishings

o Maintenance and cleanliness of windows and window furnishings are the tenant’s responsibility during occupancy, when moving, and at their own expense.

o Do not wash drapes, dry clean drapes only.

o Check curtains before washing to see if they are washable, if not, dry clean curtains.

o Wipe all blinds with soft dry cloth or with products designed for the blinds.

o Close windows against the elements of weather, when appropriate, to avoid damage to interior

o Close doors and windows when leaving the residence.

It is the responsibility of all tenants to report all repairs/maintenance problems

Tenants can incur financial damages if they fail to report maintenance problems.

Report the following:

o Any sign of mold in the property immediately

o All toilet and faucet leaks and any plumbing backups

o Electrical problems

o Heating and air-conditioning problems

o Inoperative smoke detectors

o Faulty appliances supplied in property

o Roof leaks

o Broken windows and doors

o Fence repair

o Malfunctioning sprinklers

o Any other necessary repairs or unsafe condition

o Major pest control items such as bees, cockroaches, rats, termites or other major infestations

Maintenance Addendum, continued:

Tenants will be responsible for the following charges:

 if the Tenant fails to report necessary repairs

 If there is a service call and a breaker is tripped

 When oven is on time bake and is not defective

 When residents cause sewer stoppages/blockages

 If the tenant fails to meet a vendor at an assigned appointment and there is a vendor charge

 If the Tenant or Tenant’s Guests or Invitees, cause damage to the property

 If the Tenant’s pet causes damage to the property

 If the Tenant reports a repair which does not require service

 If the Tenant fails to replace battery for smoke detector or battery for remote door opener, and causes a service call for only battery replacement

For replacing doors, jambs, broken glass and/or windows unless the Tenant provides a Police Report detailing the cause of the problem showing forced entry by others.

For damage to walls, carpets, floors, etc. because the Tenant left the windows or doors open during rain or wind.

Tenants are NOT to do the following

 Do NOT wash draperies

 Do NOT perform electrical work (this does not include changing light bulbs or batteries).

 Do NOT mar, deface, or change walls, woodwork, flooring, landscaping of the property without prior permission from Landlord or Landlord’s Agent.

Do NOT perform repairs unless authorized by RES or outlined in this guideline

Do NOT deduct any unauthorized or pre-authorized maintenance expense from rent, unless authorized by RES. If RES authorizes you to perform any maintenance, you must submit ALL receipts for reimbursement.

When you are ready to move, the following will be required:


o Have the property clean throughout the interior and the exterior.

o This also includes vinyl or tile floors, windows insides and out, window sills and door casings, mini-blinds, wiping out drawers and shelves, appliances, sinks, toilets, bath tubs, showers, vanities, light fixtures, fireplaces, removal of cobwebs inside and out, etc.

o Normal œwear and tear is not a dirty property.

 Carpet Cleaning:

o Carpet cleaning depends on time lived in the property for normal wear and tear, whether you have had pets, and also if the carpet cleaning exceeds normal wear and tear.

o You will be charged 100% at all times, if you have had pets and/or you have soiled carpets exceeding normal wear and tear.

o Up to 1 year: carpets will require cleaning. Tenants incur charges if tenant does not have carpets professionally cleaned. UP to 2 YEARS – you will be charged 50% of the cleaning of normal wear and tear.

o OVER 2 YEARS – there is no charge for normal wear and tear

o DO NOT rent machines, use home cleaning machines, or employ chemical cleaning companies. Only professional steam cleaning is accepted.

o Call for a recommendation from us to receive reasonable rates on carpet cleaning.

o If you hire another carpet cleaner, the carpet cleaner must guarantee their work to the satisfaction of Landlord and/or Landlord’s Agent, and a receipt is required during the walk through inspection.

o Tenants please note: you will not be reimburses for any carpet cleaning contracted by tenants.


o Do not wash draperies.

o You are not expected to dry clean draperies unless:

 You have caused excessive soil or allowed water damage from open windows.

 You have not been using the draperies provided and/or have not kept them in good condition


o Light bulbs, filters, smoke detector batteries, doorstops; these items must be IN PLACE OR WORKING to avoid charges

o Change the filter just before you vacate the property.

Maintenance Addendum, continued:

Pest Control:

o If you have a pet, leave an adequate supply of insect foggers. The minimum required is four (4) foggers. If you have three bedrooms, two baths, and 2-car garage home or larger, you must supply a minimum of six (6) foggers.

o If you do not have a pet, you do not need to supply foggers unless you have not been exercising minimum insect control. If a property is found loaded with ants, spiders, cobwebs, etc., you can incur pest control charges.

o All foggers must be left unopened and given to agent during walk through inspection. RES will place and discharge them after the walk-through.


o The outside area is to be neatly mowed, trimmed, pruned, fertilized, and watered for outside areas that apply in your rental contract. Remove all trash, debris, and grease.

o Pick up any animal droppings whether you have an animal or not.


o If you have trash that exceeds the normal pickup, you are to arrange to have it hauled away at your expense.

o Place all other trash within the appropriate trash receptacles for normal trash removal.


o We request that you do not Spackle, putty, or touch up paint unless sure the paint will match.

o Charges can occur if unnecessary painting is required due to tenant painting.

o Charges for painting depend on whether it exceeds normal wear and tear, and the length of time in the property.

ATTORNEY FEES: In any action or proceeding arising out of this agreement, the prevailing party shall be entitled to reasonable attorneys fees and costs.

The undersigned tenants understand and acknowledge receipt of the RES. Maintenance Instructions. The instructions are Attachment A to our Rental Agreement.

property address

Date: 00/00/00

Tenant name

____________________________ Date: _________

Tenant name

____________________________ Date: _________

Tenant name

____________________________ Date: _________

Tenant name

____________________________ Date: _________

Interpreter: Interpreter name

____________________________ Date: _________

Owner  ____________________________

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