# The Landlord's Yearly Checklist: Monthly, Seasonal and Annual Jobs > A landlord's checklist for the whole year: monthly rent checks, seasonal maintenance, annual renewals and safety checks, and what to do at each tenancy change. Source: https://www.getmindie.app/blog/landlord-checklist (published 2026-10-29) The boiler broke in January. You meant to get it serviced in October. The insurance renewed at a higher price because the reminder letter went to an old address. And a lease ended without anyone deciding whether to renew it. None of these are hard jobs. They just come round once a year, which is exactly how they get forgotten. ## Why a yearly checklist works Very little landlord work happens daily. Most of it is a handful of monthly jobs, a few seasonal ones and a set of annual deadlines, spread across every property you own. With one flat it's manageable from memory. With three, it isn't. A yearly checklist puts every recurring job on a calendar once, so you only have to think about it when it's due. Rules on safety checks, deposits and notice periods vary a lot by country, state and city, so check what applies where your properties are and add those dates too. ## Every month ### Check the rent arrived Set a fixed day, a day or two after rent is due, to check every tenant's payment landed. A late payment noticed on day two is a friendly message. Noticed on day twenty, it's a difficult conversation. If a payment is missing: 1. Check it isn't a bank delay or a reference mix-up. 2. Send a polite note the same day. 3. Set a reminder to check again in three days. 4. Keep a record of dates and messages, in case you need them later. ### Keep the repair list moving Tenants report problems whenever they notice them. Keep one repair list per property, and go through it once a month: what's been fixed, what's booked, what's still waiting. Anything waiting more than a couple of weeks gets a date. ### Log income and expenses A few minutes a month saves a miserable weekend at tax time. Note rent received, repair bills and fees as they happen. ## Every season ### Autumn - Service the boiler or heating system before the cold arrives. - Clear gutters and drains after the leaves fall. - Check outside taps and pipes that could freeze. - Remind tenants how to bleed radiators or reset the heating. ### Winter - Check for damp and condensation, especially in bathrooms and bedrooms. - Keep an eye on empty properties so pipes don't freeze between tenants. ### Spring - Check the roof, windows and seals for winter damage. - Book exterior repairs and painting for the dry months. - Review the year's repair costs so you can plan for next year. ### Summer - Check air conditioning or fans if your properties have them, and change filters. The [HVAC filter reminder](/reminders/hvac-filter) page has a simple schedule. - Tidy gardens and shared areas if they're your responsibility. - Plan any bigger works for between tenancies. ## Every year These are the dates that cost money when they're missed. Give each one a reminder weeks ahead, not on the day. - **Landlord insurance renewal.** Compare quotes a month before. - **Property tax.** See the [property tax reminder](/reminders/property-tax) page. - **Safety certificates and inspections** required where you are, such as gas or electrical checks. - **Smoke and carbon monoxide alarms.** Test them and change batteries. The [smoke detector battery reminder](/reminders/smoke-detector-battery) page covers the routine. - **Licences or registrations** your local area requires for rentals. - **Tax return** for rental income, with records ready. - **Rent review,** if your leases allow one. For a broader way to keep annual dates under control, see our post on [tracking renewal dates](/blog/renewal-dates). ## At each tenancy change Move-ins and move-outs have their own checklist. Keep it as a template and copy it each time. ### Before a tenant moves in - Inventory and photos of every room. - Meter readings. - Safety documents and any information you're required to give. - Deposit protected or registered if the law where you are requires it. - Keys and access codes ready. ### Two to three months before a lease ends - Decide whether to offer a renewal, change the rent or find new tenants. - Check the notice periods that apply. - Talk to the tenant early, so neither side is surprised. ### When a tenant moves out - Check-out inspection against the move-in inventory. - Final meter readings. - Deposit returned within any legal deadline. - Repairs and cleaning booked before the next tenant. ## How to run this with Mindie Mindie lives in WhatsApp, where tenants probably already message you about repairs. You set reminders and lists by text or voice note, and it messages you on time in your timezone. Set the yearly jobs once and let them repeat: - "Every year on 1 October at 10am remind me to book boiler servicing for all three flats" - "Every year on 15 May at 9am remind me the landlord insurance renews on 20 June" - "Every 3 months remind me to check the gutters at Elm Road" Keep a repair list per property, and add to it straight after a tenant messages: - "Add to Elm Road repairs: shower drains slowly, back door sticks" Ask "what's on the Elm Road repair list?" when you call the handyman. For a lease ending, set a deadline heads-up: "remind me before 31 August that the Elm Road lease ends, decide on renewal". If a job keeps slipping, nag mode nudges you until you reply "done". Mindie only messages you. It won't contact tenants or collect rent. There's more on the [Mindie for landlords](/for/landlords) page. ## Reminders worth setting - [Rent collection reminder](/reminders/rent-collection): A monthly check that every tenant's rent has arrived, with a nudge to follow up the ones that haven't. - [Property tax reminder](/reminders/property-tax): A heads-up weeks before each property tax payment is due. - [Smoke detector battery reminder](/reminders/smoke-detector-battery): Monthly tests and a yearly battery change for every property. - [HVAC filter reminder](/reminders/hvac-filter): A reminder to change heating and air conditioning filters on schedule. - [Insurance premium reminder](/reminders/insurance-premium): A heads-up before landlord insurance renews, with time to compare quotes. ## FAQ ### What maintenance is a landlord responsible for? It depends on where the property is and what the lease says, but landlords are usually responsible for the structure, heating, plumbing, electrics and safety equipment. Check the rules in your area and keep a record of every repair. ### How often should a landlord inspect a rental property? Many landlords inspect once or twice a year, with proper notice to the tenant, plus a check at move-in and move-out. Your local rules may set how much notice you need to give. ### When should I start thinking about renewing a lease? Two to three months before it ends is a good time to decide and talk to the tenant. That leaves room for notice periods and, if needed, time to find a new tenant without a gap.