Airbnb Maintenance Calendar: What to Check Monthly, Quarterly, Annually

Introduction

Here's what kills most STR businesses.

Not bad reviews. Not slow bookings. Not difficult guests.

Deferred maintenance.

You skip the HVAC filter change. It runs inefficiently for 6 months. Then dies mid-summer. Guest complains about heat. Bad review. Plus $4,000 for emergency replacement.

Or you don't check the water heater. It leaks for weeks. Damages the floor. $8,000 repair. Property offline for 10 days.

Maintenance isn't exciting. But it's the difference between profitable property and money pit.

We manage 50+ properties in Indianapolis. Here's exactly what we check, when we check it, and how to avoid expensive disasters.

Monthly Maintenance (After Every Checkout)

Your cleaner should check these every time:

HVAC Filters

Check: Replace or clean every 30-60 days

Why: Dirty filter = system works harder = higher bills = shorter lifespan

Cost to skip: $3,000-$8,000 for premature system replacement

How to do it:

• Mark filter size on furnace
• Keep spare filters on-site
• 1-inch filters: replace monthly
• 4-inch filters: replace every 3 months

Smoke & CO Detectors

Check: Test every unit monthly

Why: Legal requirement. Guest safety. Your liability.

How to do it:

• Press test button on each detector
• Replace batteries if chirping
• Replace entire unit if 10+ years old (smoke) or 5-7 years old (CO)

Door Locks & Smart Locks

Check: Test functionality, check batteries

Why: Guest locked out = immediate bad review

How to do it:

• Test door code
• Check battery level (replace at 20%)
• Verify backup key access works
• Keep spare batteries on-site

Light Bulbs

Check: Replace any that burned out

Why: Guest complains about dark bedroom = mentioned in review

How to do it:

• Test every light switch
• Keep spare LED bulbs on-site (60W equivalent)
• Label fixture types in utility closet

Plumbing Basics

Check: Faucets, toilets, drains

Why: Leaks cause major damage fast

How to do it:

• Turn on every faucet (check for leaks)
• Flush every toilet (check for running water)
• Run water in all sinks/tubs (check drainage)
• Look under sinks for moisture

Appliances Quick Check

Check: Stove, dishwasher, washer, dryer

Why: Broken appliance = guest complaint

How to do it:

• Turn on every stove burner
• Run empty dishwasher cycle
• Run washer/dryer (empty, quick cycle)
• Clean dryer lint trap
• Check washer drainage

Quarterly Maintenance (Every 3 Months)

Schedule these with your cleaner or maintenance person:

Deep HVAC Check

Check: System performance, outdoor unit, vents

Why: Catch issues before they become emergencies

How to do it:

• Clean outdoor condenser unit (remove debris)
• Check vents for blockages
• Test thermostat accuracy
• Listen for unusual noises
• Check refrigerant lines for damage

When to call a pro: Unusual sounds, weak airflow, ice on lines

Water Heater

Check: Leaks, temperature, pressure relief valve

Why: Water heater failure = flood + no hot water + bad review

How to do it:

• Check for leaks around base
• Test pressure relief valve (lift lever, should release water)
• Check temperature setting (120°F ideal)
• Look for rust or corrosion

When to call a pro: Any leaks, rust, or age 10+ years

Gutters & Downspouts

Check: Clean out leaves and debris

Why: Clogged gutters = water damage to roof, siding, foundation

How to do it:

• Remove leaves and debris
• Check downspouts flow properly
• Look for loose gutters or damage

When to do it: Spring and Fall minimum (more if lots of trees)

Windows & Doors

Check: Seals, locks, screens, operation

Why: Energy efficiency + security

How to do it:

• Test all window locks
• Check weather stripping (replace if worn)
• Inspect screens for tears
• Look for cracks in caulking
• Make sure windows open/close smoothly

Outdoor Areas

Check: Deck, patio, fence, walkways

Why: Guest trips and falls = lawsuit

How to do it:

• Check deck boards for rot or loose nails
• Inspect fence for damage
• Look for trip hazards on walkways
• Test outdoor lighting
• Check outdoor furniture for damage

Annual Maintenance (Once Per Year)

These require professionals. Budget for them.

Professional HVAC Service

What they do:

• Clean entire system
• Check refrigerant levels
• Test all components
• Identify potential issues
• Extend system life

Cost: $100-$200

When: Spring (before cooling season) or Fall (before heating season)

Why worth it: Prevents $3,000-$8,000 emergency replacements

Professional Plumbing Inspection

What they do:

• Check water heater
• Inspect visible pipes
• Test water pressure
• Check for hidden leaks
• Drain water heater (removes sediment)

Cost: $150-$300

When: Any time

Why worth it: Catches small leaks before they become floods

Chimney & Fireplace (If Applicable)

What they do:

• Clean chimney
• Inspect for damage or blockages
• Check damper operation
• Remove creosote buildup

Cost: $150-$300

When: Fall (before use)

Why worth it: Prevents house fires. Not optional.

Septic System (If Applicable)

What they do:

• Pump tank
• Inspect system
• Check for issues

Cost: $300-$500

When: Every 3-5 years (depends on usage)

Why worth it: Septic failure = $15,000-$30,000 replacement

Pest Control

What they do:

• Inspect for infestations
• Treat perimeter
• Address any issues

Cost: $100-$300/year

When: Spring + Fall

Why worth it: Guest sees a roach = instant bad review + refund request

Roof Inspection

What they do:

• Check shingles
• Inspect flashing
• Look for damage or wear
• Check attic for leaks

Cost: $150-$300

When: Every 2-3 years, or after major storms

Why worth it: Roof replacement = $8,000-$15,000. Catch issues early.

Carpet Cleaning (If Applicable)

What they do:

• Deep steam clean all carpets
• Remove stains
• Deodorize

Cost: $100-$300 depending on size

When: Annually, or every 6 months if high traffic

Why worth it: Keeps carpets looking new longer. Guests notice.

The Maintenance Calendar At a Glance

Every Checkout:

• HVAC filters (replace/clean)
• Test smoke/CO detectors
• Test door locks
• Replace burned out bulbs
• Check plumbing basics
• Test appliances

Every 3 Months:

• Deep HVAC check
• Water heater inspection
• Clean gutters
• Check windows/doors
• Inspect outdoor areas

Every Year:

• Professional HVAC service
• Professional plumbing inspection
• Chimney cleaning (if applicable)
• Septic pumping (if applicable, every 3-5 years)
• Pest control (2x/year)
• Roof inspection (every 2-3 years)
• Carpet cleaning

How to Actually Stick to This Schedule

Maintenance calendars are useless if you don't follow them.

System 1: Assign It to Your Cleaner

What works:

• Add monthly tasks to cleaning checklist
• Pay extra for maintenance checks ($20-40/month)
• They're already there after every checkout

What doesn't work:

• Assuming they'll do it without being told
• Not paying them for the extra time

System 2: Hire a Maintenance Coordinator

What works:

• Someone specifically responsible for maintenance
• They schedule pros, do quarterly checks
• Cost: $200-$500/month depending on number of properties
• Good for: 5+ properties, worth having dedicated person

System 3: Use a Task Management System

What works:

• Breezeway, Properly, or similar software
• Auto-assigns tasks based on schedule
• Tracks completion with photos
• Cost: $20-$50/month

Why worth it: Nothing falls through cracks

What Happens If You Skip Maintenance

Real costs from our properties:

Skipped HVAC filter changes: Result: System died in July. Emergency replacement $5,200. Property offline 3 days. Lost bookings $900. Total cost: $6,100

Skipped water heater check: Result: Slow leak for 2 months. Damaged floor, drywall, subfloor. Total cost: $8,500

Skipped gutter cleaning: Result: Water damage to soffit and fascia. Mold in attic. Total cost: $4,200

Skipped pest control: Result: Mouse infestation. Guest posted photos in review. Bookings dropped 40% for 2 months. Total cost: $3,000+ in lost revenue

Cost of maintenance: $2,000-$3,000/year

Cost of skipping maintenance: $5,000-$20,000 when things break

Do the math.

Emergency Fund for Unexpected Repairs

Even with perfect maintenance, stuff breaks.

Budget: 10-15% of rental income for repairs and maintenance

Example: Property earns $3,000/month = $300-450/month to repairs fund

What it covers:

• Emergency HVAC repairs
• Appliance replacements
• Plumbing emergencies
• Unexpected damage

Don't have an emergency fund? You're one water heater away from losing money.

Final Thoughts: Maintenance Is Insurance

You're not spending money on maintenance.

You're avoiding spending 3x more on emergency repairs. Plus lost income. Plus bad reviews. Plus stress.

Follow this calendar. Budget for it. Don't skip it.

Your property will last longer. Guests will be happier. You'll sleep better.

Get Your Maintenance System Set Up

Need help managing maintenance for your Indianapolis property?

We coordinate all maintenance for our managed properties. HVAC, plumbing, cleaning, quarterly checks, annual inspections—everything stays on schedule.

What we handle:

• Monthly maintenance checks
• Quarterly deep inspections
• Annual professional services coordination
• Emergency repair response
• Vendor relationships and scheduling

Schedule a Free Maintenance Consultation