What Maintenance Issues Are Emergencies And What Can Wait For Regular Business Hours?

Key Takeaways:

1. Not All Maintenance Issues Are Emergencies – Knowing the difference between urgent repairs and regular maintenance helps you respond appropriately and keep tenants happy.
2. Be Prepared for Emergencies – Keep a list of trusted contractors, stay accessible to tenants, and act fast when issues like gas leaks, fires, or flooding arise.
3. Good Communication Matters – Keeping tenants informed during emergencies builds trust and ensures they know what to do while waiting for repairs.

At C&C Property Management, we know that managing a rental property presents unique challenges, with issues often arising at any time, unlike traditional jobs. As a landlord, you're on call for emergencies, making it important to know which problems are urgent and which can wait. Understanding this distinction helps you address issues effectively and maintain a positive relationship with your tenants.

This guide covers what qualifies as an emergency maintenance issue, how to handle it, and how a property management company can ease a landlord's responsibilities.

What Counts as Emergency Rental Property Maintenance?

An emergency maintenance issue is one that, if left unresolved, could cause injury, severe property damage, or pose a risk to a person’s health or safety. These situations demand immediate attention to prevent further harm.

Here are common scenarios that would qualify as emergency maintenance issues:

• Fire is an obvious emergency that requires immediate attention from both emergency services and the landlord. Quick action is necessary to prevent property damage or harm to the tenants.
• A gas leak is a serious emergency. Tenants may notice a rotten egg smell, hissing near gas lines, or gas leak symptoms like headaches and nausea. Immediate action is crucial—evacuate tenants and contact the gas company or emergency services right away.
• Flooding, whether from a burst pipe, natural causes, or other issues, can lead to significant damage to property, posing a risk to the safety of tenants and the condition of the building. Immediate action is required.
• Frozen pipes can burst, causing extensive water damage to the property. This should be addressed immediately to avoid further complications.
• A broken door, especially at entry points, compromises the safety and security of the tenants. Quick repairs are essential.
• During the winter months, a broken heater is not just an inconvenience but a health risk. Ensuring tenants are warm during the cold months is crucial.

• A lack of air conditioning in extremely hot weather can cause health problems, especially for vulnerable tenants. Immediate repairs are necessary.
• Any electrical malfunction, whether it’s a power outage or faulty wiring, poses a serious safety hazard and requires immediate attention.
• A leaking roof can cause significant damage to property, including structural damage, mold growth, and the risk of electrocution if combined with electrical issues. Immediate repair is necessary.
• Issues such as leaking pipes or water damage from other sources should be addressed right away to prevent more serious water-related issues.
• A break-in compromises tenant security and requires immediate attention to address the breach and prevent further incidents.

What Counts as Regular Rental Property Maintenance?

If the issue does not pose a direct threat to health, safety, or property integrity, it can generally wait until regular business hours. While it’s still important to address these concerns, they do not require an immediate response.

Here are some common scenarios that do not qualify as emergency maintenance issues:

• Issues like a malfunctioning washing machine or dishwasher, while inconvenient, are not emergencies unless they are causing food spoilage or sanitation problems.
• While hot water is necessary for comfort, lack of hot water doesn’t typically pose an immediate threat to health or safety unless the building relies on it for heating or other essential services.
• While heat is important in colder months, the issue may not be considered an emergency unless the temperature is dangerously low.
• While annoying, noise complaints can usually be resolved during normal business hours.
• Small leaks that don’t cause significant damage or pose health risks can wait for scheduled maintenance during working hours.

How to Handle Rental Property Emergency Maintenance?

Efficient handling of emergency maintenance is essential for fostering a positive landlord-tenant relationship. How you manage these issues can significantly impact whether tenants choose to renew their lease.

Here’s how to effectively handle emergencies:

1. Be Reachable - Not all issues are emergencies, but being accessible to tenants is crucial. It allows you to guide them on handling problems and ensures they know how to reach you in an emergency.

2. Have Emergency Services Contact Information Handy - Keep a list of trusted 24/7 emergency contacts, such as plumbers, electricians, and repair services, to ensure you're prepared to act quickly in an emergency.

3. Practice Open Communication - Communication is key, especially during emergencies. Keep tenants updated, inform them when help will arrive, and guide them on how to manage the issue while waiting.

4. Be Aware of Your Landlord Duties - As a landlord, prioritize emergencies that threaten health, safety, or property. Non-urgent issues can wait until regular hours, and clear communication with tenants about repair timelines is essential.

5. Answer Critical Questions Quickly - In an emergency, quick thinking is vital. Assess whether evacuation or insurance claims are needed, allowing you to act swiftly and provide clarity to tenants.

6. Be understanding - Tenants may call late about non-emergency issues. Be patient and guide them through submitting a maintenance request, especially if they're new and unfamiliar with the process.

7. Provide documentation - Document all issues, actions taken, and communication with tenants, even during emergencies. After repairs, follow up to ensure satisfaction. Keeping records can protect you from potential legal claims.

Partner with a Property Management Company

As a landlord, managing emergency maintenance can quickly become overwhelming, particularly if you own multiple properties. Hiring a property management company can significantly reduce the stress of handling emergencies. 

A professional property management team can respond to emergencies promptly and efficiently, ensuring tenant satisfaction while lightening your workload.

When selecting a property management company, it's important to consider factors such as their area of expertise, the number of support staff available, and the range of services they offer.

Bottom Line

Being a landlord involves managing property maintenance and fostering strong tenant relationships. Knowing which issues are emergencies and how to handle them effectively is crucial for your rental business’s success. 

Clear communication, preparedness, and a strong understanding of your responsibilities are essential to keeping tenants satisfied and properties in top condition. 

If you're looking for a reliable property management team to handle your rental properties, reach out to C&C Property Management today. We’re here to make your job easier and ensure your properties run smoothly.