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Property Maintenance
The intervals below are optional internal service targets, not universal legal deadlines. Adjust them to the property, lease, manufacturer guidance, weather, and current local requirements.
Regular Inspections
- Inspect roof and gutters annually
- Check for plumbing leaks quarterly
- Inspect HVAC systems annually
- Check caulking around windows/tubs
- Look for condensation issues
- Inspect basements/crawlspaces
Prompt Repairs
- Start leak response promptly and document the plan
- Acknowledge tenant repair reports through a documented channel
- Prioritize active water, sewage, floodwater, and unsafe conditions
- Replace worn caulking and seals
- Keep gutters clear and functional
- Maintain proper drainage
EPA's 24–48-hour flood-drying guidance is a practical prevention target when feasible, not a legal repair deadline. If drying is not possible, document the conditions and use a project-specific response.
High-Risk Areas to Monitor
Bathrooms
- Ensure working exhaust fans
- Check caulking regularly
- Look for leaks under sinks
- Inspect toilet seals
Kitchens
- Check under-sink plumbing
- Inspect dishwasher connections
- Ensure range hood vents outside
- Check refrigerator water lines
Basements
- Check for water intrusion
- Verify vapor barriers
- Ensure proper ventilation
- Monitor humidity levels
Tenant Education
Include in Lease or Move-In Materials
Educating tenants about moisture prevention helps protect both parties:
- Use exhaust fans when showering/cooking
- Report leaks promptly through the lease or property process
- Don't block vents or air returns
- Maintain reasonable humidity levels
- Allow air circulation around furniture
- Who to contact (email preferred)
- What to include in reports
- Emergency vs. non-emergency contacts
- How reports are acknowledged under the lease and current local process
- Share only information needed for access or immediate safety
Documentation Best Practices
Create and Maintain
- Move-in/move-out inspection reports
- Photos of property condition
- Maintenance request logs
Why It Matters
Good documentation helps reconstruct what was observed, reported, decided, and completed. It does not establish that the space is safe or replace legal advice.
After work, begin with the written scope, source correction, material dryness, visible cleanliness, odor, and completion documentation. If a defined question remains, EPA says sampling may be useful in some circumstances; it should not replace that review or establish safety on its own.
- The condition observed at move-in and later inspections
- What was reported and how it was acknowledged
- The moisture source, written scope, and work performed
- Material dryness, visible cleanliness, odor, and completion documentation after work
- Questions about responsibility handled under current law and the lease
Lease Provisions
Consider Including
- Report water/moisture issues promptly
- Use ventilation appropriately
- Follow lawful, relevant lease instructions
- Allow access with the notice and process required by current rules
- Set an internal response target and label it as operational, not legal
- Maintain working ventilation
- Address moisture issues promptly
- Document inspections, repairs, and post-work assessment
Insurance Considerations
Review Your Coverage
- Does policy cover mold damage?
- Are there mold exclusions or caps?
Work with Your Agent
Have your insurance agent explain:
- What's covered vs. excluded
- Claim reporting requirements
- Steps to preserve coverage
- Documentation they need