The Top Maintenance Mistakes Landlords Make (And How to Avoid Them)

Prevent emergencies, save money, and keep your tenants longer—with smart systems from Nextpad Homes

Let’s be honest: maintenance isn’t the most exciting part of landlording.
But it’s one of the most important.

Whether it’s a leaky faucet that becomes water damage, or a tenant who moves out due to slow repairs, small maintenance mistakes can have big consequences.

And the most frustrating part?
Most maintenance disasters are 100% preventable.

In this blog, we’ll cover: ✅ The most common property maintenance mistakes landlords make
✅ What those mistakes actually cost you
✅ How to prevent them with smarter habits
✅ And how Nextpad Homes gives self-managing landlords the tools to stay on top of it all—without the stress

Mistake #1: Waiting for Tenants to Report Everything

The problem:
Some landlords assume, “If the tenant doesn’t say anything, everything’s fine.” But tenants won’t always notice—or report—minor issues.

What starts as a slow drip can turn into:

• Water damage

• Mold growth

• Rotting cabinets

• Thousands in repairs

How to avoid it:

• Schedule regular seasonal inspections

• Create a checklist for things tenants may not notice (like water heaters, gutters, ventilation)

• Encourage tenants to report small issues early

✅ Nextpad Homes lets you schedule and track recurring maintenance tasks and tenant-submitted requests with photo/video uploads—so nothing gets missed.

Mistake #2: Ignoring “Small” Repairs

That loose railing? That noisy A/C unit? That flickering bathroom light?

They may not seem urgent—until they become:

• Safety hazards

• Code violations

• Emergency service calls

• Reasons a great tenant doesn’t renew

How to avoid it:

• Fix small issues before they grow

• Log every maintenance request and follow up

• Document repair completions with photos

Pro tip: A $75 handyman visit today can prevent a $750 repair tomorrow.

Mistake #3: Skipping Preventive Maintenance

Many landlords are reactive. They wait until something breaks.
But preventive maintenance—like HVAC tune-ups or gutter cleaning—costs less and prevents bigger issues.

What you’re risking by skipping it:

• HVAC failure during heatwaves

• Roof leaks from clogged gutters

• Foundation problems from poor drainage

• Pest infestations due to poor sealing

How to avoid it:

• Create a seasonal maintenance calendar

• Use reminders or automated tasks

• Set a small annual budget for preventive work

✅ Nextpad Homes lets you automate seasonal reminders and track vendor tasks per property.

Mistake #4: Not Documenting Repairs

No photos. No receipts. No proof the repair happened—or when.
This can cost you in:

• Security deposit disputes

• Legal claims (habitability)

• Tax deductions (you’ll miss write-offs)

How to avoid it:

• Take before/after photos for every repair

• Keep vendor receipts

• Store it all by property and date

✅ With Nextpad, every maintenance ticket, message, receipt, and photo is logged automatically—saving you time and protecting your business.

Mistake #5: Relying on One Vendor (or Unlicensed Labor)

When something breaks, you scramble to call “your guy.”
But if they’re unavailable—or not licensed—you’re stuck.

Worse? Poor-quality work can cause:

• More damage

• Insurance problems

• Legal liability

How to avoid it:

• Build a small network of go-to vendors

• Vet them for licenses, insurance, and reliability

• Track who did what—and how well

✅ Nextpad Homes allows you to assign, track, and store vendor work by job and unit, so you always know who’s handling your property—and how fast.

Mistake #6: Poor Communication with Tenants During Repairs

Tenants want to know:

• When the issue will be fixed

• Who’s coming (and when)

• If they need to be home

• When it’s done

If you don’t communicate well, even fast repairs can feel slow.

How to avoid it:

• Respond quickly (even if it’s just to say you’re working on it)

• Use one channel for communication (not text + email + phone)

• Follow up after the work is done to confirm resolution

✅ Nextpad’s built-in messaging keeps all communication clear, centralized, and time-stamped—for accountability and professionalism.

Mistake #7: Not Budgeting for Repairs

Repairs aren’t a surprise—they’re a reality.
If you haven’t budgeted for them, you’ll feel it when the HVAC fails or the water heater bursts.

Industry rule of thumb: Set aside 1%–2% of property value annually for maintenance.

How to avoid it:

• Plan for the worst-case scenario before it happens

• Use software to track expenses by category

• Build a repair reserve fund

✅ Nextpad tracks maintenance costs automatically and organizes your spending by property and vendor—so you always know where your money is going.

Maintenance Isn’t Optional—It’s a Business Strategy

Great tenants leave when things aren’t fixed.
Small repairs become major costs when ignored.
Your reputation—and cash flow—depend on how you handle maintenance.

With Nextpad Homes, you can:

• Stay organized

• Respond faster

• Avoid emergencies

• Reduce tenant turnover

• Protect your property’s value

👉 Ready to avoid expensive mistakes and handle repairs like a pro?

Use Nextpad Homes to simplify, automate, and track your rental maintenance—without hiring a manager.