Regular maintenance of the rented property: Annual plan and checklist

Maintenance of a rental property is one of the most important – and often underestimated – aspects of rental management. Neglected maintenance leads to costly repairs, unhappy tenants and a decrease in property value. Regular preventive maintenance, on the other hand, saves money, extends the life of equipment and maintains good relations with tenants.

In this article, you will find a complete annual maintenance plan divided by season, an overview of landlord and tenant obligations according to current legislation, and practical tips for effective maintenance management.

Why regular maintenance is important

Financial savings

Preventive maintenance is significantly cheaper than emergency repairs. For example:

• Regular boiler service: 1,500–3,000 Kč/year vs. boiler replacement: Kč 40,000–80,000
• Gutter cleaning: Kč 500–1,000 vs. repair of leaks in the facade: 20,000–50,000 Kč
• Window seal check: free vs. replacement of windows: 8,000–15,000 Kč/piece

Property value protection

The property is your investment. Regular maintenance maintains or increases its value. A neglected property, on the other hand, loses its value faster than necessary.

Tenant satisfaction

A tenant who sees that you take care of the property is more satisfied, stays longer and takes better care of the apartment. High turnover of tenants is expensive – every exchange means an empty apartment, costs of advertising and possible repairs.

Legal obligations

The landlord is legally obliged to keep the apartment in habitable condition. Neglect of maintenance can lead to legal disputes and the obligation to reduce rent.

Who pays what: Landlord vs. tenant

Government Regulation No. 308/2015 Coll.

This regulation defines in detail what the tenant pays (routine maintenance and minor repairs) and what the landlord pays.

Obligations of the tenant (routine maintenance)

The tenant pays and performs:

Regular maintenance:

• Painting and repair of plaster (unless it is caused by a defect in the property)
• Cleaning of floors including coatings and carpets
• Maintenance and cleaning of kitchen stove, refrigerator, washing machine and other appliances
• Cleaning and maintenance of sanitary equipment (sinks, bathtubs, toilets)
• Maintenance of water faucets and replacement of seals
• Cleaning of waste to vertical distributions

Minor repairs (up to the limit):

• Repairs of individual items up to Kč 1,500 from 1 January 2026, subject to the applicable wording
• Total annual limit of minor repairs: check the amended decree, including the applicable Kč 150/m² rule

Example: Use the current per-square-metre limit and decree wording for the apartment's area; do not hard-code a Kč 6,000 annual limit.

Obligations lessor

The lessor pays for everything else, in particular:

• Repairs and replacements of distribution systems (water, electricity, gas, heating)
• Repairs and replacements of windows and doors
• Repairs of the roof, facade and common areas
• Replacement and repair of the heating system (boiler, radiators)
• Repairs and replacements of electrical installations
• Building modifications and renovation
• Revisions and inspections required by law (gas, electrical, chimneys)

Seasonal maintenance schedule

Spring (March - May)

Spring is the perfect time for a thorough inspection after winter and preparation for the warmer months.

Exterior:

• Roof and gutter inspection after winter - snow and ice damage
• Cleaning of gutters and downspouts from leaves and debris
• Inspection of the facade - cracks, falling plaster, moisture
• Inspection and repair of sidewalks, curbs and access roads
• Inspection of the fence and entrance gate
• Cleaning and inspection of drainage (drainage, drains)

Interior:

• Inspection of all windows - sealing, fittings, opening functionality
• Inspection bathrooms - joints, silicone, tightness of bathtubs and showers
• Test of smoke and CO detectors - battery replacement
• Electrical installation check - sockets, switches, circuit breakers
• Floor condition check - parquet, tiles, laminate

Technical systems:

• Switching the heating system to summer mode
• Air conditioning check (if installed) before the summer season
• Boiler service - cleaning, function check, adjustment

Summer (June - August)

Summer is the optimal period for major repairs and renovations.

Planned repairs:

• Painting of common areas
• Repairs to the facade and outdoor surfaces
• Replacement of windows (if needed)
• Renovation of balconies and terraces
• Roof repairs (in dry weather weather)

Ongoing maintenance:

• Inspection and maintenance of garden areas (if they are included)
• Cleaning and maintenance of outdoor areas
• Checking the functionality of ventilation and venting
• Checking the condition of blinds and blinds

Preparation:

• Budget planning for autumn and winter maintenance
• Ordering revisions (gas, electricity, chimneys) in autumn
• Selection of suppliers for planned repairs

Autumn (September - November)

Autumn is the time of preparation for winter - the most demanding period for real estate.

Heating system:

• Starting and checking the heating before the heating season
• Venting the radiators
• Gas-appliance inspection at the interval required for the equipment and current Czech rules or manufacturer instructions
• Checking the thermostatic heads
• Checking and cleaning the chimneys (revision)

Exterior - preparation for winter:

• Cleaning of gutters from leaves (second time in the year)
• Inspection and repair of gutters
• Inspection of the roof against snow and frost
• Insulation of outdoor water taps
• Closing and draining of garden water distribution systems
• Inspection and possible repair of sidewalks (safety in winter)

Interior:

• Inspection of window and door seals - replacement of defective ones
• Inspection of insulation (attic, cellars)
• Inspection and repair of ventilation
• Test of fire detectors

Winter (December - February)

Zsummer is a period of increased risk of accidents. Focus on prevention and quick response.

Continuous inspection:

• Temperature monitoring in the apartment (minimum 18 °C according to the decree)
• Checking the functionality of the heating - respond to tenants' complaints immediately
• Checking pipes freezing in exposed places (basement, attic)
• Clearing snow and sprinkling sidewalks (mandatory owner)

Prevention:

• Checking the roof after heavy snowfall or icing
• Removing icicles (safety risk)
• Checking gutters - freezing and clogging
• Monitoring energy consumption - an unusual increase may indicate a problem

Emergency preparedness:

• Have up-to-date contacts for emergency services (water, gas, electrical)
• Inform tenants about emergency procedures
• Check insurance policy - is it up to date and sufficient?

Maintenance budget

How much to set aside

A general rule of thumb is that you should set aside 1-2% of the property value per year for maintenance. For older properties, expect a higher value.

Example:

• Apartment value: Kč 4,000,000
• Annual maintenance budget: Kč 40,000–80,000 (Kč 3,300–6,700 per month)

Budget distribution

Recommended annual maintenance budget budget:

Item	Budget share	Example (60,000 Kč/year)
Regular maintenance (revision, service)	25%	15,000 Kč
Minor repairs	20%	12,000 Kč
Planned renovation	35%	21,000 Kč
Crash reserve	20%	Kč 12,000

Repair fund

Create a repair fund - a separate account to which you regularly contribute. This fund will allow you to:

• Finance unplanned repairs without stress
• Plan major renovations in a 3-5 year horizon
• Avoid debt due to unexpected expenses

Emergency repairs

What is an accident

An accident is considered a condition that requires immediate intervention:

• Burst water pipe
• Gas leak
• Power outage in the entire apartment
• Non-functioning heating during frosts
• Leaking into the apartment
• Sewage failure

Procedure in the event of an accident

For the tenant:

1. Try to minimize damage (shut off water/gas supply)
2. Contact the landlord
3. If the lessor does not respond, arrange emergency service
4. Document the damage (photos, videos)

For the landlord:

1. Respond immediately (within 2 hours)
2. Ensure repair within 24 hours (for serious accidents)
3. Inform the insurance company (if insured)
4. Document repair and costs
5. Solve the cause, not just the effect

Emergency contacts

Always have an up-to-date list:

• Emergency plumber (non-stop)
• Emergency electrician (non-stop)
• Gas emergency (non-stop distributor line)
• Locksmith (non-stop)
• Insurance company (insurance contract number)
• Administrator domu / SVJ

Maintenance documentation

Why document

Thorough documentation:

• Demonstrates compliance with legal obligations
• Helps in resolving disputes with the tenant
• Serves as a basis for tax deductions
• Enables planning of future maintenance
• Is useful when selling real estate

What to document

For each maintenance or repair, record:

• Date of execution
• Description of work
• Who performed the work (company, name)
• Costs (invoice, receipt)
• Photo documentation (before and after)
• Possible warranty

Digital management

Use digital tools for maintenance management:

• Excel spreadsheet or Google Sheets for records
• Cloud storage for invoices and photo documentation
• Calendar with reminders for regular tasks
• Specialized management software real estate

Mandatory revisions and checks

Gas equipment

• Gas, electrical, lightning-protection and chimney inspections: follow the current equipment-specific legal and technical intervals; do not assume one annual or five-year schedule for every installation
• Performed by: authorized inspection technician

Electrical, chimney, fire and lift equipment

Follow the current equipment-specific legal, technical and fire-safety intervals, manufacturer instructions and service contracts. The frequency depends on the installation, use, building and applicable rules; an annual, five-year, two-week or three-year schedule is not universal. Use an appropriately qualified inspector or service company where required.

Communication with the tenant

Setting the rules

At the beginning of the lease, clearly agree:

• How the tenant reports defects (phone, e-mail, application)
• What is landlord reaction time
• When can the landlord enter the apartment (with prior notice)
• What is the tenant's routine maintenance vs. repair of the landlord

Regular inspections

Agree on regular inspections of the apartment (1-2x a year):

• With sufficient advance notice (at least 3 days, ideally a week)
• In the presence of the tenant
• With a clear purpose (checking the condition, not snooping)
• With a note and possible photo documentation

Solution of disputes

If there is a dispute about who has what to repair:

• Refer to Government Regulation No. 308/2015 Coll.
• Check the lease agreement (it may contain a different provision)
• Look for a compromise - a good relationship with the tenant is valuable
• As a last resort, consult a lawyer

Summary and recommendations

Key principles of regular maintenance:

• Prevention is cheaper than repair - invest in regular maintenance
• Follow the seasonal plan - every season has its priorities
• Set aside a budget of 1-2% of the property value per year
• Document everything - invoices, photos, inspection reports
• Comply with statutory inspections - gas, electricity, chimneys
• Communicate with the tenant - clear rules prevent disputes
• Have a repair fund - prepare for unexpected expenses
• Respond quickly to accidents - you minimize damage and stress

Regular maintenance is not an expense - it is an investment in your property, in the satisfaction of the tenant and in your peace of mind. Create a system, stick to it, and your property will generate stable income for many years.

How Grento can help you

Grento is the most comprehensive Czech real estate management platform that will help you with maintenance planning and cost accounting. Task board for coordination of repairs and an overview of expenses by real estate. Try Grento for free and see for yourself.

> Czech-law scope and editorial note: Legal, tax, accounting, tenancy, service-charge, condominium, metrology, insurance and data-protection statements in this article refer to the Czech Republic and the rules effective for the relevant date. Figures and examples are illustrative, not legal or tax advice. Verify current rules with the relevant Czech authority or a qualified adviser.

> Maintenance clarification: From 1 January 2026, the applicable Czech minor-repair limits must be checked under the amended decree, including the Kč 1,500 per-repair and Kč 150/m² figures where applicable. Equipment-specific inspection intervals vary; do not assume an annual gas-boiler, electrical or chimney schedule.