What Counts as a Maintenance Emergency for Rental Properties?

Tenants often expect immediate repairs for any inconvenience, but not every issue qualifies as an emergency. As a property manager, you know what it’s like to get a call about things that aren’t working properly. A leaky faucet or a squeaky door can irritate a tenant and make them insist you come at once to fix the irritation. Yet, not all repair requests qualify as an emergency. As a property owner, it’s crucial to prioritize true maintenance emergencies—issues that threaten tenant safety, cause significant property damage, or make the home uninhabitable.

Maintenance emergencies are typically issues that could:

Cause harm to tenants or others.
Result in significant property damage.
Render the property uninhabitable or unsafe.

Here’s a list of common maintenance emergencies for residential properties:

1. Health and Safety Threats

Fire or Gas Leak: Call emergency services first, then schedule repair professionals. These can be life-threatening and need immediate attention.
Carbon Monoxide Alarm Triggered: Tenants should evacuate immediately until the situation can be professionally evaluated. Carbon monoxide is an odorless, undetectable gas that can be life-threatening.
Broken Windows or Doors: If it compromises security or allows extreme weather inside it can cause harm to tenants and pose a safety concern. It demands immediate attention to rectify the situation.

2. Utility Failures

No Heat or Air Conditioning (in extreme temperatures): Lack of heating in winter or air conditioning during extreme heat could be considered an emergency, especially for vulnerable tenants. A landlord can be sued for uninhabitable conditions lasting longer than 24-48 hours (varies by locale).
No Water Supply: A lack of water for drinking, cooking, or sanitation needs immediate attention. A property is considered uninhabitable if tenants lack water for more than 24 hours usually; check your local laws for specifics.
Sewer Backup or Flooding: This can create health hazards and cause significant property damage which isn’t just a maintenance emergency to protect the tenant, but can be a potential expense for the homeowner. Address this immediately and check your insurance coverage to see if this loss is covered.
Power Outage (if property-specific): If not due to a larger utility company issue, it might require an electrician. Landlords will often start by asking tenants to see if the neighborhood is without power. If not, tenants can quickly check the breakers to see if they were tripped. If either of these isn’t the problem, it’s time to call a licensed electrician to identify the problem.

3. Plumbing Issues

Major Water Leaks or Burst Pipes: Turn off the water supply and address the issue promptly to minimize damage to your property, deeming the property uninhabitable and opening you up to additional costs such as legal fees and temporary housing for your tenant.
Clogged Drains or Toilets (if there’s no alternative): A non-functioning toilet in a one-bathroom home is an emergency. If there are multiple bathrooms, it’s considered an inconvenience, not an emergency. The plumber can schedule the service call during his regular hours and save you from incurring an after-hours fee.

4. Structural Damage

Roof Leaks: Water intrusion can damage interiors or create mold growth. A roof repair isn’t just an emergency, it protects your investment.
Fallen Trees or Debris: If it has caused structural damage or blocks the ability to have a safe entry/exit, it is a maintenance emergency and requires the property manager to tend to it promptly.
Structural Damage Affecting Safety: Collapsed ceilings, stairs, or walls are certainly property emergencies; however, are rare. These damages would normally be caused by tornadoes, hurricanes, or other natural disasters.
As a landlord, regular property maintenance can prevent these issues, except when structural damage results from a storm. If that’s the case, it’s usually best to offer temporary shelter to your tenant and report the claim to your insurance company immediately.

5. Pest Infestation

Dangerous or Severe Infestations: Bats, wasps, or rodents that compromise safety or sanitation can be considered a maintenance emergency. However, after calming the tenant, this can often be addressed during regular working hours.

6. Proactive Steps:

Emergency Contact List: Provide tenants with numbers for plumbers, electricians, or other emergency services from a vetted and approved list of providers. This can eliminate the hassle of you playing the middleman or interrupting your family time.
Clear Guidelines: Define what qualifies as an emergency in your lease in order to avoid confusion.
Emergency Fund: Set aside funds to address urgent repairs quickly. A good rule of thumb is 1% of the property value; however, this can vary. Take into consideration the cost of a new HVAC system or your insurance deductible, as these can be some of your most expensive emergencies.

By addressing emergencies promptly, you not only comply with legal responsibilities but also maintain tenant satisfaction and protect your investment. Knowing what qualifies as a maintenance emergency protects you from unnecessary expenses and can stifle any unreasonable expectations of an over-reactive tenant. If you’d like to alleviate the burden of handling property emergencies, a professional property manager can give you the peace of mind you deserve.

If you have questions or would like to discuss property management services for your investment property, give us a call at 443.252.3385 or email us at info@bluedoor-pm.com today!