Introduction:

Conducting regular maintenance checks and coordinating repairs is, of course, a major responsibility for the HOA management team.

This HOA Property Maintenance Checklist can be easily assigned to a third-party vendor or another party responsible for performing maintenance work. It guides you through maintenance work in all of the key areas:

  • Exterior (e.g. paint, windows, roof)
  • Interior (e.g. flooring, walls, vents)
  • Utilities (e.g. air conditioning, water, gas)
  • Common areas (e.g. gates, fences, landscaping)

Not only will this checklist assist the leadership team in identifying and coordinating maintenance, but will also be appreciated by other community members as it demonstrates an active, organized effort to keep their properties in excellent condition.

When finishing the process, the checklist will help you put together a maintenance report, which can be a hugely valuable piece of documentation for your records when reviewing maintenance work done in your community.

Let's get started.

A little info about Process Street

Process Street is superpowered checklists. By using our software to document your processes, you are instantly creating an actionable workflow in which tasks can be assigned to team members, automated, and monitored in real-time to ensure they are being executed as intended, each and every time.

The point is to minimize human error, increase accountability, and provide employees with all of the tools and information necessary to complete their tasks as effectively as possible.

Enter basic details

First, enter some basic details regarding the property in question and individuals involved in the inspection and maintenance procedure. 


Exterior:

Inspect the foundations & walls

Inspect the property's foundations and walls to ensure they are in good condition. 

In the form fields below, provide a summary of their condition along with a clear outline of the maintenance they require (if any). 

Also, you can easily attach a photo or two if necessary.

Inspect condition of paint

Inspect the condition of the property's paint to ensure all areas are in good condition. 

Walls may need repainting to maintain the appeal of the neighborhood.

In the form fields below, provide a summary of the paint's condition along with a clear outline of the maintenance it requires (if any). 

Also, you can easily attach a photo or two if necessary.

Check exterior vents

Inspect the property's exterior vents to ensure they are in good working order. 

In the form fields below, provide a summary of their condition along with a clear outline of the maintenance they require (if any). 

Also, you can easily attach a photo or two if necessary.

Inspect condition of windows

Inspect the property's windows to ensure they are in good working order. 

In the form fields below, provide a summary of their condition along with a clear outline of the maintenance they require (if any). 

Also, you can easily attach a photo or two if necessary.

Check electrical supply boxes

Inspect the property's electrical supply boxes to ensure they are in good condition. 

In the form fields below, provide a summary of their condition along with a clear outline of the maintenance they require (if any). 

Also, you can easily attach a photo or two if necessary.

Consider hiring a company to inspect these after winter each year, as the cold season can do some damage to these areas.

Inspect the roof & gutters

Inspect the property's roof & gutters to ensure they are in good condition. 

In the form fields below, provide a summary of their condition along with a clear outline of the maintenance they require (if any). 

Also, you can easily attach a photo or two if necessary.

Consider hiring a company to inspect these after winter each year, as the cold season can do some damage to these areas.

According to Buildings.com, you can, save yourself from recurring issues and unexpected failures by using a roof asset management program. This strategy syncs preventive maintenance and inspections with corrective action, ultimately extending the time between roof replacements.

Examine outdoor pest control

Inspect the property's outdoor pest control systems to ensure they are in good working order. 

In the form fields below, provide a summary of their condition along with a clear outline of the maintenance they require (if any). 

Also, you can easily attach a photo or two if necessary.

Inspect wood decks

Inspect the property's wood decks to ensure they are in good condition. 

In the form fields below, provide a summary of their condition along with a clear outline of the maintenance they require (if any). 

Also, you can easily attach a photo or two if necessary.

Wood decks can have mold or termites. It is important to have wood decks carefully inspected to see if they need small repairs or need to be replaced entirely.

Provide a summary of exterior inspection

Provide a summary of the property's exterior inspection.

Below is a list of the maintenance needs you and your team stated were necessary for each area. Refer to this list to summarize the overall condition of the property's exterior.


Foundations & walls

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Paint

{{form.Paint_-_Maintenance_needs}}

Exterior vents

{{form.Exterior_vents_-_Maintenance_needs}}

Windows

{{form.Windows_-_Maintenance_needs}}

Electrical supply boxes

{{form.Electrical_supply_boxes_-_Maintenance_needs}}

Roof & gutters

{{form.Roof_&_gutters_-_Maintenance_needs}}

Outdoor pest control

{{form.Outdoor_pest_control_-_Maintenance_needs}}

Wood decks

{{form.Wood_decks_-_Maintenance_needs}}

Approval: Exterior inspection completed

Will be submitted for approval:
  • Provide a summary of exterior inspection
    Will be submitted

Interior:

Inspect attic vents & screens

Now that the property's exterior has been inspected and maintenance needs clarified, move on to the interior, starting at the top with the attic. 

Inspect the property's attic vents & screens to ensure they are in good working order. 

In the form fields below, provide a summary of their condition along with a clear outline of the maintenance they require (if any). 

Also, you can easily attach a photo or two if necessary.

Examine any signs of roof leaks

Inspect the property's roof from the inside, looking specifically for any signs of leaks. 

In the form fields below, provide a summary of their condition along with a clear outline of the maintenance they require (if any). 

Also, you can easily attach a photo or two if necessary.

Inspect flooring

Inspect the property's flooring to ensure they are in good condition

If there is wooden flooring, they should be extra diligent during the inspection and ensure that all areas are in good condition. This may include applying a recoat to remove dirt and contamination, as well as a bonding agent and topcoat to leave the floors with a durable finish and shine. 

In the form fields below, provide a summary of their condition along with a clear outline of the maintenance they require (if any). 

Also, you can easily attach a photo or two if necessary.

Check indoor vents

Inspect the property's indoor vents to ensure they are in good working order. 

In the form fields below, provide a summary of their condition along with a clear outline of the maintenance they require (if any). 

Also, you can easily attach a photo or two if necessary.

Inspect interior walls

Inspect the property's interior walls to ensure they are in good condition. 

In the form fields below, provide a summary of their condition along with a clear outline of the maintenance they require (if any). 

Also, you can easily attach a photo or two if necessary.

Provide a summary of interior inspection

Provide a summary of the property's interior inspection.

Below is a list of the maintenance needs you and your team stated were necessary for each area. Refer to this list to summarize the overall condition of the property's interior components.


Attic vents & screens

{{form.Attic_vents_&_screens_-_Maintenance_needs}}

Roof from the inside

{{form.Condition_of_roof_from_the_inside_-_Maintenance_needs}}

Flooring

{{form.Condition_of_flooring_-_Maintenance_needs}}

Indoor vents

{{form.Indoor_vents_-_Maintenance_needs}}

Interior walls

{{form.Interior_walls_-_Maintenance_needs}}

Approval: Interior inspection completed

Will be submitted for approval:
  • Provide a summary of interior inspection
    Will be submitted

Utilities:

Inspect air conditioning units

Inspect the property's air conditioning units to ensure they are in good working order. 

In the form fields below, provide a summary of their condition along with a clear outline of the maintenance they require (if any). 

Also, you can easily attach a photo or two if necessary.

Inspect furnaces & heating system

Inspect the property's furnaces & heating system to ensure they are in good working order. 

In the form fields below, provide a summary of their condition along with a clear outline of the maintenance they require (if any). 

Also, you can easily attach a photo or two if necessary.

Inspect water lines

Inspect the property's water lines to ensure they are in good working order. 

In the form fields below, provide a summary of their condition along with a clear outline of the maintenance they require (if any). 

Also, you can easily attach a photo or two if necessary.

Inspect phone lines

Inspect the property's phone lines to ensure they are in good working order. 

In the form fields below, provide a summary of their condition along with a clear outline of the maintenance they require (if any). 

Also, you can easily attach a photo or two if necessary.

Inspect gas lines

Inspect the property's gas lines to ensure they are in good working order. 

In the form fields below, provide a summary of their condition along with a clear outline of the maintenance they require (if any). 

Also, you can easily attach a photo or two if necessary.

Inspect electrical lines

Inspect the property's electrical lines to ensure they are in good working order. 

We've created an Electrical Inspection Checklist for residential properties (part of a template pack) that walks you through everything you need to do to make sure you are fulfilling all requirements.

In the form fields below, provide a summary of their condition along with a clear outline of the maintenance they require (if any). 

Also, you can easily attach a photo or two if necessary.

Provide a summary of utility inspection

Provide a summary of the property's utility inspection.

Below is a list of the maintenance needs you and your team stated were necessary for each area. Refer to this list to summarize the overall condition of the property's utilities.


Air conditioning units

{{form.Air_conditioning_units_-_Maintenance_needs}}

Furnaces & heating system

{{form.Furnaces_&_heating_system_-_Maintenance_needs}}

Water lines

{{form.Water_lines_-_Maintenance_needs}}

Phone lines

{{form.Phone_lines_-_Maintenance_needs}}

Gas lines

{{form.Gas_lines_-_Maintenance_needs}}

Electrical lines

{{form.Electrical_lines_-_Maintenance_needs}}

Approval: Utility inspection completed

Will be submitted for approval:
  • Provide a summary of utility inspection
    Will be submitted

Common areas:

Inspect the yard/lawns

Inspect the property's yard/lawns to ensure they are in good condition. 

In the form fields below, provide a summary of their condition along with a clear outline of the maintenance they require (if any). 

Also, you can easily attach a photo or two if necessary.

Inspect landscaping

Inspect the property's landscaping to ensure they are in good condition. 

Landscaping should look clean and polished. Make sure everything is trimmed properly — lawns, trees, and shrubs. This improves the community’s overall look. 

In the form fields below, provide a summary of their condition along with a clear outline of the maintenance they require (if any). 

Also, you can easily attach a photo or two if necessary.

Check the condition of gates & fences

Inspect the property's gates and/or fences to ensure they are in good condition. 

Fences, depending on what material they are made of, may require replacing. To improve your community’s security, it is important to maintain fences at all times. No bolts or screws should be loose, and belts must also remain secure.

In the form fields below, provide a summary of their condition along with a clear outline of the maintenance they require (if any). 

Also, you can easily attach a photo or two if necessary.

Check security cameras

Check that the property's security cameras are in good working order.

In the form fields below, provide a summary of their condition along with a clear outline of the maintenance they require (if any). 

Also, you can easily attach a photo or two if necessary.

Provide a summary of common areas inspection

Provide a summary of the property's common areas inspection.

Below is a list of the maintenance needs you and your team stated were necessary for each area. Refer to this list to summarize the overall condition of the property's common areas.


Yard/lawns

{{form.Yard/lawns_-_Maintenance_needs}}

Landscaping

{{form.Landscaping_-_Maintenance_needs}}

Gates/fences

{{form.Gates/fences_-_Maintenance_needs}}

Security cameras

{{form.Security_cameras_-_Maintenance_needs}}

Approval: Common areas inspection completed

Will be submitted for approval:
  • Provide a summary of common areas inspection
    Will be submitted

Final steps:

Put together a maintenance report

Now that the maintenance inspection has been completed, it's time to put together all of your findings to create an actionable maintenance report.

Once completed, you can attach and/or link to the report below. 

At the very least, include the summaries you have provided at the end of each section:

  • Exterior
  • Interior
  • Utilities
  • Common areas

Exterior summary

{{form.Summary_of_exterior_inspection}}

Interior summary

{{form.Summary_of_interior_inspection}}

Utilities summary

{{form.Summary_of_utility_inspection}}

Common areas

{{form.Summary_of_common_areas_inspection}}

Clarify maintenance action items

As a final step, clarify the action items necessary in order to address the maintenance needs of the property: 

{{form.Property_address}}

What needs to be done in terms of repair/maintenance should be clear from the maintenance report that you created in the previous task.

Approval: Maintenance action items

Will be submitted for approval:
  • Clarify maintenance action items
    Will be submitted
  • Put together a maintenance report
    Will be submitted

Sources:

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