Reference
What should landlords track for each property?
Published · Hovora
There is a difference between tracking everything and tracking the things you will be asked about. This is the second list — the information that, when missing, costs you money or an afternoon.
Identity and basics
- A name you actually use for it, not just the address
- Full address, including country
- Property type — apartment, house, land, commercial
- Purchase date
- The currency it trades in
- Its timezone, if you own property abroad — a deadline is local
The last two matter more than they look. A reminder for a property overseas that fires in your timezone arrives on the wrong day about as often as not.
Dates that expire
- Lease or tenancy start and end
- Insurance renewal
- Safety and compliance certificate expiry
- Warranty end dates for major appliances
- Fixed-rate mortgage end, if applicable
Recurring work
- Boiler or heating service — usually annual
- Air conditioning service — often quarterly in hot climates
- Gutter clearing — seasonal
- Chimney sweeping, where relevant
- Pest control, where relevant
- Deep clean between tenancies
Recurring work is the easiest category to systematise and the easiest to forget, because nothing prompts you until something fails.
History
- What maintenance was done, when, and by whom
- What it cost
- Contractors worth calling again
- Anything a future buyer or insurer might ask about