Set up the maintenance record
Start with the property address, inspection date, the person recording the issue and a contact for follow-up. Give each defect a location and a short description. “Bedroom window catches at the bottom corner” is more useful than “window broken”.
Our home maintenance checklist covers the wider building. This rental version adds access, communication and completion records so a list can become a workable brief.
This is a practical maintenance aid. Landlords should also check Tenancy Services’ property maintenance guidance and its requirements for the particular tenancy. A repair checklist is separate from a compliance assessment.
Room-by-room rental maintenance checklist
| Area | Record the condition of |
|---|---|
| Doors and windows | Operation, fastenings, damaged timber and signs of water entry. |
| Walls and ceilings | New stains, cracks, damaged lining and peeling coatings. |
| Kitchen and bathroom | Leaks, damaged surfaces, loose fittings and reported ventilation problems. |
| Floors and thresholds | Loose edges, soft patches, movement and trip points. |
| Exterior | Gutter overflow, damaged weatherboards and coating failure visible from the ground. |
| Decks and steps | Damaged boards, loose rails and changes in stability. |
Do not dismantle fittings or disturb suspect materials during a routine visual check. Electrical, plumbing and structural concerns should be directed to the appropriate professional.
Give each repair a clear next step
Separate issues that affect immediate safety, security or active water entry from scheduled repairs and cosmetic improvements. Urgent concerns need prompt action through the appropriate contact, not a place at the bottom of the next routine list.
For each job, record who is arranging assessment, what access is needed, whether approval is pending and the next review date. If the tenant reports a change, add it to the same record rather than starting a disconnected message thread.
For example, a fresh ceiling stain should trigger investigation of the source before a decorating booking. Our ceiling water damage guide sets out that sequence. A recurring gutter problem can be recorded with the overflowing gutter checks.
Agree access and protect the household’s routine
Confirm access arrangements with the landlord, manager and tenant before booking the work. Keep the required notice and permissions separate from the repair quote. Ask about pets, occupied rooms, parking and any restrictions that affect the visit.
Send the tradesperson the relevant photographs and job list, including earlier repairs. If several faults can be assessed in one visit, list them clearly rather than assuming they are all included in a quote for one task.
We provide property maintenance for Wellington rentals and can discuss a combined repair list.
Close the loop after the repair
- Record what was completed and the date.
- Keep the quote, agreed changes and invoice together.
- Save photographs where useful and permitted.
- Note any drying, coating or care instructions.
- Record work still outstanding and who will arrange it.
- Set a follow-up check for recurring or seasonal issues.
A completed task should have an outcome, not just a booking date. If the repair revealed a wider problem, keep that finding visible until the next action is agreed.
Your questions
Can several rental repairs be quoted together?
Yes. Provide a separate description and photograph for each item, plus the access arrangements, so we can assess the combined scope.
Is this a healthy homes compliance checklist?
It is a practical repair and maintenance checklist. Use Tenancy Services’ guidance and the appropriate assessments for legal compliance requirements.
Turn the record into an agreed repair scope
Send the property location, photographs and the jobs you want assessed. Tell us who coordinates tenant access and who approves the quote so the next steps are clear.
Send us your rental repair list