The Maintenance PI, or Maintenance Property Inspection, is one of the most vital aspects of the management and oversight of any revenue-generating asset. This is especially true of a vacation rental asset, where multitudes of guests and asset owners are occupying a property of the course of a period of time.
Many vacation rental assets are occupied completely, from 40 + weeks each year. With this much occupancy, undesirable things are going to happen. Things are going to break, things are going to be taken (sad, but true), things are going to become worn, and outdated, and yes, things are going to require refurbishing and replacing.
An unavoidable truth in vacation rentals, asset owners are faced with the necessity for the expenditure of funds to maintain desirability, proper functioning, interior "curb appeal", and overall aesthetics of the asset. As an owner, you already know that replacement or additions to silverware, dishes, pots and pans, and other items is inherent. You also know that small appliances will break from usage, renters will place items in garbage disposals, which do not belong, HVAC systems will malfunction, hot water heaters will stop working, pillows will become soiled and dingy, and the list goes on and on.
Hence, the Maintenance PI, and regular completion of this inspection is paramount. Whether you personally manage your asset(s), utilize a property management company to manage your asset, or simply own a unit, in which you and only your immediate family enjoys the property, a proper Maintenance PI must be performed regularly.
Let's talk briefly about those who rely on outsourced cleaning companies to "keep them posted" about the overall condition of an asset, or to perform these Maintenance PIs themselves. It simply will not work, and if you are depending on these companies to perform these vital tasks for you, your unit will go downhill, and go there rapidly. Cleaning companies do what it is they do; they clean. We know what we are talking about, as we began, many years ago, as a vacation rental cleaning company. We learned very quickly that depending on our cleaning technicians to identify and correct the majority of the challenges we all face as asset owners, left the units in need of far greater attention. Vacation rental cleaning is a turn and burn proposition. These folks have to be in and be out quickly, as they work in a pressure cooker of volume production. While some of the vital functions of a Maintenance PI can be indentified and performed during a deep cleaning, the bottom line is that properly trained and equipped personnel are required for these functions. Yes, a cleaning technician can replace an HVAC filter, but they are not property trained, nor do they have the equipment, training and resources to unclog or replace a garbage disposal. Look at the array of issues toilets present. A cleaner cannot generally replace a toilet flapper, or adjust the water levels of a toilet.
The bottom line is that, unless you are an individual owner, and well versed in all aspects of maintenance and repair, you need a partner, with specialized skills, the tools, the proper time, and motivation to devote the time and care needed for the maintenance and proper functioning of your valuable real estate asset. If you outsource this service, please spend the proper time and do your homework. Remember, if outsourcing, you are providing someone you may or may not know, with immediate access to your property. It is our suggestion that if you utilizing a keypad locking mechanism, such as Kaba locks, or similar locking device that you provide a one-time access code, and then immediately delete it, once the inspection is complete.
Customers repeatedly ask which items should be a part of the Maintenance PI process, and we tell them simply, "All of them". That said, below is a comprehensive list of the items and areas which should be checked for each MPI.
MPI Checklist
Check and date all HVAC filters
Check all small appliances to ensure each is working properly. If a coffee maker, or Keurig, run a water cycle through the unit to ensure it is functioning properly.
Run the garbage disposal for 30 seconds
Run the dishwasher through a short cycle. Remember to ensure all water is drained
Turn on the ice maker and listen and watch for it to make ice
Adjust refrigerator and freezer to the "average" temperature settings
Turn on the AC/Heat, and ensure that it is operating properly, and actually cooling or heating the unit. If more than one unit, in larger homes, check them all.
Check proper levels of silverware, plates, pots and pans, drinking glasses, wine glasses, baking sheets and pans, miscellaneous cookware, and utensils, pillows (thrown out worn or soiled), blankets (same as with pillows, if washing cannot make perfect), hairdryer, iron and ironing board, and coat hangers.
Check all Televisions and TV remotes
Test all smoke detectors
Turn on all lights and lamps, ensuring all are working, and bulbs are not burned out
Test ceiling fans, and remotes
Open and close all blinds, to ensure all are operating properly
Open and close all sliding doors, including closets and patios to ensure proper functioning. Check the tracks for patio doors to ensure cleanliness
Check all chairs, especially dine room table chairs as they need to be frequently tightened
Open and close the sleeper sofa to ensure the mechanism is working properly, check the condition of the mattress, and also check to ensure there are not cleaning issues where you cannot see if the unit is closed.
Test Wifi to ensure working properly. Ensure that Wifi connection information is posted, and easy for guests to find
Ensure any guest books, informational books or any other means of communicating information about the unit, including HOA rules and regulations, is clearly posted, and not worn. We suggest placing these books on a coffee table in the den, or on the bar top, if present.
In closing, whether IMS is your partner, another organization, or whether you complete this function yourself, obviously, the greater the frequency, duration, and extent of usage will dictate the frequency is which the MPI is needed. Ensure that your provider is thorough, request a copy of the inspection, and if services and corresponding charges are present (and they almost always would be), request an itemized statement showing the billing for each service. We have interviewed many prospective clients, who tell us unbelievable stories of, for example, being charged $75 to replace four light bulbs or four batteries, $2000.00 to replace an 80 gallon hot water heater (when the unit costs less than $700.00 wholesale), $100.00 to replace a toilet flapper than costs $16.00, of $180.00 for a six piece silverware setting. I could go on and on.
Again, do your homework, know who is completing this process, schedule frequently, usually no less than once monthly, ask for a copy of the MPI, and line item charges, and keep your asset at the top of its functionality and vitality.
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