Building a planned maintenance schedule

Reactive maintenance costs more than planned maintenance and produces the tenant complaints that lead to enforcement. A simple annual cycle per property removes most emergency spending.

4 min read · Updated 2 August 2026

Overview

Reactive maintenance costs more than planned maintenance and produces the tenant complaints that lead to enforcement. A simple annual cycle per property removes most emergency spending.

The annual cycle

Gas safety and boiler service yearly, gutters and roof check each autumn, external decoration on a five-year cycle, EICR every five years, and a routine inspection every six months.

Life expectancy planning

Boilers around 12 to 15 years, kitchens 15 to 20, bathrooms 20, and windows 25 to 30. Put a replacement year against each item so capital cost is predictable.

Void works

Voids are the only time major work is easy. Keep a standing list per property so a two-week void is used rather than wasted.

Budgeting

A common rule of thumb is to set aside around 10% of rent for maintenance and 5% for voids. Older stock needs more.

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This guide is general information for UK landlords and letting agents, not legal advice. Rules differ across England, Wales, Scotland and Northern Ireland — check your local requirements or take advice before acting.