Rental House Repairs Responsibilities For Landlords & Property Managers
Rental property maintenance isn’t just about fixing things when they break, it’s about staying legally compliant, avoiding costly repairs, and keeping tenants satisfied.
From managing requests to documenting expenses for taxes, landlords and property managers are expected to handle every detail. However, the line between landlord and handyman often blurs, especially when the right systems are not in place.
This guide breaks down who handles what, which repairs are legally required, and how to stay organized without getting overwhelmed.
Who is Responsible for Rental House Repairs?
When something breaks or wears out in a rental property, the question of who is responsible for the repair, the landlord or the tenant, can be confusing. The answer depends on the type of repair, what’s outlined in the lease agreement, and what local laws require.
In most states, landlords are generally responsible for making sure the rental unit remains safe, habitable, and up to code. That includes fixing issues with the plumbing system, heating, electrical wiring, broken windows, smoke detectors, and carbon monoxide detectors.
Significant damage to major structures, like the entire roof, is also the landlord's responsibility.
Tenants, on the other hand, may be held accountable for repair issues they caused. These include damage resulting from neglect, misuse, or lease violations. For example, if a tenant breaks a window or damages a security system, they may be expected to cover those repair costs.
Lease agreements should clearly define respective responsibilities for rental property repairs and maintenance costs.
Proper documentation, such as detailed records of repair expenses incurred or completed work orders, is essential for tax preparation, especially if you intend to deduct repairs for tax purposes.
According to IRS guidelines, repairs are generally fully deductible if they are directly related to maintaining the property value and are not capital improvements. For landlords using a property management company, the professional property manager usually handles requests, coordinates vendors, and tracks maintenance expenses.
General Obligations Under Landlord-Tenant Law
Landlords are responsible for repairs that keep a rental property livable, safe, and functional.
These duties are shaped by state and local laws, which typically require landlords to complete repairs related to basic health and safety. Failing to meet these responsibilities may allow tenants to take legal action, withhold rent, or file in small claims court.
Common requirements include maintaining a functioning plumbing system, providing sufficient heating, and ensuring smoke detectors are properly installed. When a landlord fails to act on a valid tenant’s request, it may be viewed as a violation of housing codes. Performing regular inspections and responding promptly can reduce repair costs and prevent costly issues over time.
What “Habitability” Means in Practice
“Habitability” refers to a landlord’s legal obligation to maintain a rental unit in a suitable condition for living. While definitions vary slightly by region, most laws cover the entire system needed for basic use, water, electricity, secure doors, and protection from the elements.
In practice, this means landlords must repair broken appliances included with the property, address pest control issues if the infestation was not caused by the tenant, and fix any faulty light fixtures that pose safety risks.
When maintenance issues affect a tenant’s ability to use the space as intended, they fall under the landlord’s list of necessary repairs.
Habitability laws do not require cosmetic upgrades or addressing normal wear and tear, but failing to maintain the functions of a residential rental property can quickly lead to legal and financial consequences.
Items Typically Covered by Tenants
Tenants are usually expected to handle small repairs or damages caused by daily use.
This can include changing lightbulbs, replacing air filters, or covering cleaning costs for move-out. Damage beyond wear and tear, such as broken fixtures, holes in walls, or infested furniture due to neglect, is often considered the tenant’s responsibility.
In some cases, tenants may choose to make repairs themselves, known as own repairs, but they should always notify the landlord in advance and follow the procedures outlined in the lease.
Doing so without approval can confuse repair responsibilities or lead to disputes over reimbursement.
To avoid issues, landlords should outline tenant responsibilities in writing. Keeping thorough inspection reports and detailed records helps clarify which expenses qualify as deductible and which are tied to tenant decisions.
Common Rental Repairs Landlords Must Handle
Plumbing, Heating, & Electrical Issues
Landlords are typically responsible for functional utility repairs involving the plumbing, heating, and electrical systems, as these directly affect the tenant’s ability to use the rental space safely and comfortably.
That means fixing leaks, clearing clogged drains, restoring heat, and repairing faulty outlets are not optional, they’re required under most landlord-tenant laws. Delayed action on these property repairs can result in fines or legal claims, especially when the issue creates health or safety risks.
From a financial standpoint, qualified rental property repairs may also bring tax benefits.
According to IRS guidelines, these repairs are often fully deductible, as long as they are directly related to maintaining the property and do not add significant long-term value. Landlords filing a tax return should carefully track these costs and consult a tax professional to ensure the expenses qualify under the current tax year's rules.
Roof Leaks, Mold, & Structural Damage
Issues affecting the integrity of a home, such as a leaking roof, visible mold, or compromised foundation, fall squarely under a landlord’s legal and ethical repair responsibilities. These problems, left untreated, can escalate quickly and harm both the property and the tenant's health.
Landlords are responsible for resolving these issues, regardless of the tenant's behavior, unless the damage was caused intentionally.
Mold caused by plumbing failures or poor ventilation must be addressed, and any repairs should meet the following requirements outlined by local housing codes.
Financially, addressing major damage may also benefit landlords during tax preparation.
Under the safe harbor rules for small taxpayers, many repairs can be deducted in the same year they are completed.
When the landlord's failure to act leads to worsening conditions, tenants may take legal action or request a rent reduction, adding another layer of risk to an already costly issue. Regular inspections and timely repairs are the most effective ways to prevent infestations, property decline, and disputes.
Appliances Included in Lease Agreements
When a lease includes appliances, such as refrigerators, ovens, or washing machines, it becomes the landlord’s responsibility to keep them in working condition. If the item is listed in the lease or offered as part of the rental space, the obligation to repair or replace it falls on the owner, not the tenant.
Repair responsibilities cover failures due to standard use, not damage caused by misuse.
If a broken appliance disrupts daily living, the issue should be addressed promptly to avoid further complaints or delays.
Rental property repairs for covered appliances are often fully deductible, provided the expenses qualify under current IRS guidelines.
Pest Control and Infestation
Landlords must handle pest control when infestations threaten the health or safety of tenants.
Roaches, rodents, and insects fall under necessary repairs when the issue isn’t caused by tenant behavior.
If the unit is delivered in clean condition and later becomes infested due to poor tenant hygiene or hoarding, the cost may shift. However, in most cases, owners are expected to maintain a pest-free and sanitary rental property, especially in multi-unit buildings.
Expenses for treating pests may be eligible for tax benefits, especially if they meet the safe harbor rules for small taxpayers.
What Tenants Are Usually Responsible For
Damage Caused by Misuse
Tenants are responsible for fixing damage they or their guests cause through neglect, carelessness, or improper use. This includes broken doors, cracked windows, holes in walls, or damage to appliances that is not part of normal wear and tear.
For example, if a tenant breaks a fixture by slamming a door or overloads a washing machine, causing the motor to burn out, the cost of the property repair falls on them.
The same applies to damage caused by failure to report problems early, like ignoring a leak that leads to mold or flooring damage.
Lease agreements should clearly state these tenant responsibilities to prevent confusion and outline how repair costs will be handled.
Minor Maintenance (Changing Light Bulbs, etc)
While major repairs are the landlord’s duty, tenants are often expected to handle basic upkeep of the rental space.
This includes tasks like:
- Changing light bulbs
- Replacing air filters
- Resetting circuit breakers
- Light cleaning to prevent pest issues
These are considered normal wear items, not rental property repairs. Unless stated otherwise in the lease, tenants are not required to complete repairs involving complex systems or specialized tools.
Replacing Consumables (Air Filters, Batteries, etc)
Tenants are generally responsible for replacing consumable items that ensure the rental space functions properly day to day.
These include:
- HVAC air filters
- Light bulbs
- Batteries in smoke detectors (if accessible)
- Water softener salt, where applicable
These small tasks help maintain airflow, visibility, and fire safety, without needing professional service.
Failing to replace filters, for instance, can strain the system and lead to avoidable property repairs. In such cases, tenants may be held liable for damage that results from neglect.
Keeping the Property Clean and Safe
Tenants are expected to maintain a clean, sanitary, and hazard-free unit.
That includes:
- Removing trash regularly
- Cleaning bathrooms and kitchens
- Preventing buildup that could attract pests
- Avoiding conditions that create fire risks or health concerns
Excessive dirt, food waste, or clutter may contribute to infestations, trigger moisture problems, or lead to repair costs that are not considered normal wear and tear. Tenants also have a role in reporting problems early, so issues like leaks or faulty outlets don’t escalate into major property repairs.
If poor upkeep leads to significant damage, the cost may be deducted from the security deposit, or billed directly.
How to Stay Compliant and Organized with Repairs
Keeping up with rental property repairs requires more than just reacting to maintenance calls.
Staying compliant means understanding legal obligations, tracking repairs, and resolving issues before they escalate into legal or financial problems.
Start by reviewing local housing codes to ensure your repair responsibilities meet legal standards. Laws vary by state and city, but most require landlords to maintain working systems for plumbing, heating, electricity, and safety features, such as smoke detectors.
Use a system to log every tenant’s request, including dates, photos, and how the issue was resolved. These detailed records serve as proof of compliance and are helpful if questions arise during IRS audits, move-out inspections, or disputes in small claims court.
For tax season, categorize repair costs separately from improvements.
According to IRS guidelines, expenses qualify for deduction only if they are made to keep the rental space in working condition, not to add long-term value. Many of these expenses are fully deductible in the same tax year, especially under safe harbor rules for small taxpayers.
Check with a tax professional to apply these rules properly on your tax return.
Finally, conduct regular inspections. A thorough inspection once or twice a year helps spot hidden problems early, like minor leaks or aging systems, before they become costly issues.
Best Tools For House Repair Management
MagicDoor: The Best Tool Overall for AI-Driven Repair Coordination
MagicDoor simplifies the repair process by using AI to automate the tasks that usually slow property owners down.
When a tenant submits a maintenance request, the system instantly reviews the issue, assigns it a category, and connects it with a matching vendor, eliminating the need for manual sorting. This reduces back-and-forth, keeps jobs moving, and limits response delays.
Landlords and property managers can track each repair from start to finish, with clear status updates and vendor notes stored in one place. Tenants receive automatic updates, and all messages, whether in English or another language, are translated in real-time.
There’s no setup hassle, and no ongoing subscription fees. Repair history, receipts, and communication logs are kept organized for tax season, ensuring that expenses qualify under IRS repair guidelines.
MagicDoor is built to keep maintenance running smoothly while helping owners stay compliant, responsive, and in control.
UpKeep: Best for Mobile Maintenance Teams
UpKeep is a mobile-first maintenance management solution designed to empower maintenance and reliability teams with real-time insights and tools. Its user-friendly mobile app allows technicians to create, manage, and complete work orders from anywhere, improving operational efficiency.
UpKeep's platform offers features such as preventive maintenance scheduling, asset management, and analytics to monitor asset health over time.
These capabilities enable teams to reduce equipment downtime and improve overall maintenance operations.
Buildium: Ideal for Full-Service Property Management
Buildium offers a comprehensive platform tailored for property managers overseeing diverse portfolios.
Its maintenance module allows residents, owners, and staff to submit tasks with attachments like videos and images, streamlining the maintenance request process. The system also supports scheduling recurring maintenance tasks, ensuring routine upkeep is never overlooked.
Additionally, Buildium's Maintenance Contact Center provides 24/7 support, logging incoming tasks and dispatching preferred contacts during emergencies.
Property Meld: Best for Vendor Communication
Property Meld focuses on enhancing communication between property managers, vendors, and residents. Its platform allows vendors to navigate between incoming requests, melds, invoices, and estimates efficiently.
Residents can directly communicate with vendors to schedule maintenance, improving scheduling efficiency and reducing the need for intermediaries.
DoorLoop: Solid Traditional Option
DoorLoop offers a comprehensive property management solution, featuring maintenance request management, vendor tracking, and automated workflows.
Its platform allows tenants to submit maintenance requests through a tenant portal, and property managers can assign work orders to vendors, track progress, and process payments seamlessly.
While DoorLoop offers a solid suite of traditional property management tools, MagicDoor's AI-native platform offers advanced automation and intelligent coordination, providing a simpler and efficient maintenance management experience.
Conclusion
Managing repairs the right way helps protect your rental investment, avoid disputes, and meet all legal requirements. Clear lease terms, documented processes, and proactive maintenance are key to avoiding last-minute emergencies and tenant frustration.
The good news is, much of this work can be automated and tracked with the right platform.
MagicDoor was built for landlords and property managers who want to stay focused on the big picture, not get stuck chasing vendors or sorting receipts.
If you’re ready to handle repairs more efficiently, request a demo or start onboarding with MagicDoor today.
Frequently Asked Questions
What repairs are landlords legally required to make?
Landlords must address issues that affect health, safety, or the basic habitability of the premises. This includes plumbing, heating, structural problems, and anything required by local housing codes.
Can I charge tenants for certain repairs?
Yes, if the damage was caused by the tenant, their guests, or pets. Charges must be reasonable and documented. Regular wear and tear is not the tenant’s responsibility.
What happens if a landlord doesn’t fix something?
Tenants may withhold rent, report the issue to local authorities, or repair the problem and deduct the cost, depending on state law. Unresolved issues can lead to legal action.
Is it better to outsource or self-manage repairs?
That depends on your availability, skill level, and property size. Outsourcing often saves time and avoids liability. Self-managing can cut costs but may lead to delays or compliance risks.