2025 Maintenance Checklist for Rental Properties in Ontario

Managing rental properties across Hamilton, Halton, Niagara, and Brantford means staying on top of upkeep. In Ontario, landlords are legally responsible for maintaining their units in a good state of repair under the Residential Tenancies Act (RTA).

In this guide, we walk through a maintenance checklist for rental properties in Ontario, step by step.

We’ll show you what you must do to stay compliant, protect your investment, and keep tenants happy.

Think of this as your “landlord’s property upkeep bible” for 2025.

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1. Understanding Legal Obligations in Ontario

Maintenance Checklist for Rental Properties in Ontario

1.1 Landlord’s Duty to Repair & Maintain

Under the RTA, a landlord must keep all things they supply in the rental unit in working order: electrical, plumbing, heating, appliances, windows, doors, roofs, floors, etc.  If something wears out through normal use, you’re expected to either repair or replace it, but not necessarily with a newer model. When you go over our maintenance checklist for rental properties, you’ll find more examples of this.

1.2 Vital Services & Minimum Standards

If you provide vital services (hot/cold water, heat, electricity, fuel, gas), you can’t withhold or unreasonably reduce them, even if rent is late.  For heating, many municipal or provincial standards require maintaining a minimum of 20 °C from September 1 to June 15.  Also, your property must adhere to municipal bylaws or the provincial O. Reg. 517/06 – Maintenance Standards.

1.3 Notice & Entry to Perform Maintenance

You must give tenants at least 24 hours’ written notice before entering the unit for maintenance (between 8 a.m. and 8 p.m.).

The notice must state the reason, date, and a specific time. Need helps managing tenants? Let GOLFI Property Management help.

1.4 Tenant vs. Landlord Responsibilities

• Landlords: Repairs from normal wear & tear, major systems, structural, shared areas.

• Tenants: Keep their unit clean; repair or pay for damage beyond normal wear.

2. Seasonal Maintenance Checklist

Doing seasonal checks prevents bigger repairs later. Here’s a breakdown by season:

2.1 Spring / Early Summer

• Inspect roof, gutters, eavestroughs, and downspouts; clear debris

• Check foundation for cracks and water signs

• Service HVAC / air conditioning systems

• Inspect and service exterior drainage

• Trim trees and shrubs away from structures

• Test smoke and carbon monoxide detectors

• Check caulking around windows and doors

2.2 Mid to Late Summer

• Clean or replace window screens

• Power wash exterior, walkways, patios

• Inspect decks, balconies, fences; repair wood rot

• Check exterior paint, siding, and touch-up as needed

• Service outdoor lighting and security fixtures

2.3 Fall

• Clean gutters and downspouts again

• Check roof for missing shingles

• Test heating system ahead of winter

• Seal gaps and draft-prone areas

• Drain and winterize exterior taps and sprinkler systems

• Inspect snow-ice risk zones (roof overhangs, walkways)

2.4 Winter

• Clear snow and ice from driveways, walkways, steps

• Monitor heating and boiler performance

• Check for ice dams and roof snow loads

• Inspect interior for condensation, pipe freezing risks

• Maintain safe sidewalk paths

By staying on top of this schedule, you prevent costly damage and maintain tenant satisfaction.

3. Monthly & Quarterly Tasks

These smaller, regular checks in your Maintenance Checklist for Rental Properties help catch issues early.

4. Property-Specific Maintenance Items

When it comes to maintenance checklist for rental properties, depending on the type of property (house, multi-unit building, condo, etc.), there are more items to track.

4.1 Exterior & Landscaping

• Lawn mowing, weed control, edging

• Tree trimming close to building

• Fence maintenance—repair or repaint

• Paving repairs (driveway cracks, potholes)

• Exterior lighting and security systems

4.2 Roof & Structure

• Inspect flashing, vents, skylights

• Repair or replace shingle tiles or membrane

• Check attic insulation and ventilation

• Fix gutters and eavestrough blocks

4.3 Interior Systems & Appliances

• HVAC / furnace maintenance

• Hot water heater inspection and flush

• Electrical panel, wiring, outlets, breakers

• Plumbing: leaks, valves, drains, water pressure

• Appliances: fridge, stove, dishwasher, washer/dryer

• Ventilation fans and exhaust vents

4.4 Safety & Code Compliance

• Smoke detectors and CO alarms (Ontario law)

• Fire extinguishers / fire safety exits

• Handrails, guardrails, stairs integrity

• Ensure property meets municipal fire code, building code

• Check accessibility where required

5. Repair Response & Prioritization

Here’s some more things ot consider when it comes to maintenance checklist for rental properties. When a maintenance issue arises, here’s how to manage it:

5.1 Classify Urgent vs. Non-Urgent

• Urgent: No heat in winter, major leaks, electrical hazards, loss of vital service

• Non-Urgent: Cosmetic repairs, minor leaks, aesthetic updates

You must address urgent repairs immediately; delay may violate the RTA.

5.2 Set Reasonable Timeframes

“Reasonable time” depends on severity, cost, and complexity.  
Communicate expected timelines clearly to tenants, so they know when to expect completion.

5.3 Keep Documentation

• Work orders / maintenance requests in writing

• Photos before & after

• Receipts and invoices

• Communication logs

Documentation helps protect you if disputes go to the Landlord and Tenant Board (LTB).

5.4 When Temporary Tenant Relocation Is Needed

If major repairs make the unit uninhabitable, coordinate temporary relocation or rent abatement (if required).

6. Checklist by Geography: Hamilton, Halton, Niagara & Brantford

Every geographic region brings its own climate and municipal rules.

Here’s a mini Maintenance Checklist for Rental Properties tailored to our service area:

• Hamilton / Halton: Harsh winters demand reliable heating systems and roof snow load checks

• Niagara: Proximity to lakefront areas may increase humidity, requiring extra attention to gutters, mould, ventilation

• Brantford: Growth zones may have municipal bylaws for rental property standards — always confirm with the city

• Always review local property standards bylaw for each municipality (they may impose stricter standards than provincial minimums)

7. Sample “Monthly Landlord Maintenance Checklist”

Here’s a sample template you can adapt:

1. Test smoke and CO alarms

2. Inspect for plumbing leaks (under sinks, around toilets)

3. Replace HVAC filters

4. Walk building exterior—done cracks, siding issues

5. Ensure exterior lighting works

6. Inspect common areas (if multi-unit)

7. Check pest control traps

8. Confirm heating/cooling systems function

9. Review tenant maintenance requests

10. Review vendor contracts and schedule upcoming work

Use this list each month to keep consistency.

8. Tips to Streamline Maintenance for Landlords

• Preventive maintenance saves you money—fix small issues before they escalate

• Use software / property management tools to track work orders, schedules, and vendor management

• Standardize vendors (plumber, electrician, snow removal) so you can rely on known quality

• Communicate proactively with tenants—remind them of seasonal prep tasks (e.g. change filters)

• Budget annually for capital repairs (roof, furnace, windows)

• Inspections at turnover—perform a full checklist when tenants vacate

9. Common Risks & How to Avoid Them

• Legal noncompliance: Failing to repair vital services can lead to orders, fines, or rent abatements via LTB.

• Unplanned large expenses: Roof collapse, burst pipes, mould remediation

• Tenant dissatisfaction & turnover: Poor maintenance drives tenants away

• Municipal orders: Failing to meet local property standards bylaws

Mitigating these risks means adopting this maintenance checklist as a routine.

Conclusion

We’ve laid out a comprehensive maintenance checklist for rental properties in Ontario, covering legal duties, seasonal tasks, repair prioritization, and region-specific considerations for Hamilton, Halton, Niagara, and Brantford. Use these checklists monthly and seasonally to keep up compliance, preserve your property, and maintain tenant satisfaction.

By systemizing maintenance, you’re not just protecting your investment, you’re also building trust with tenants and reducing crisis repairs.

Frequently Asked Questions – Maintenance Checklist for Rental Properties

1. What happens if I don’t do required repairs as a landlord?
Tenants can file a T6 application with the Landlord and Tenant Board. The LTB may order you to complete repairs, grant rent abatements, or impose penalties.

2. Can I make tenants pay for repair costs?
Only if the damage is beyond normal wear and tear and directly caused by the tenant (or their guest). The lease should clearly address this.

3. When can I enter the unit without 24‑hour notice?
Only in case of an emergency (like fire, flood, or immediate safety risk). Otherwise, you must provide 24‑hour written notice between 8 a.m. and 8 p.m.

4. Do landlords have to mow lawns and clear snow?
Unless the lease transfers that duty to the tenant, yes—landlords must maintain exterior grounds and ensure safety (e.g. snow removal).

5. How often should I inspect the unit?
A general rule is monthly to quarterly inspections for systems and common areas, and full inspections during tenancy turnovers. Use the monthly checklist above.