Maintenance Records

Maintenance records help buyers understand the condition of a rental property and help sellers explain what has been repaired, serviced or left for the next owner. Start with the building’s actual condition, its tenancy arrangements and the work still outstanding. A tidy presentation is useful, but it does not replace repair evidence or specialist advice.

What should buyers and sellers ask for?

• A dated list of reported problems, completed repairs and unresolved issues.
• Invoices, warranties and service records for heating, ventilation, roofing, drainage and other significant work.
• Relevant building consents, completion records and specialist reports, with permission to rely on reports where necessary.
• Healthy Homes records and the applicable compliance statement, including any claimed exemptions.
• Tenancy correspondence, notices or disputes that your lawyer considers relevant to the transaction.

Compare the paperwork with the property itself. If a report identifies a leak, ask what caused it, what was fixed and whether the affected materials were checked afterwards. An invoice for repainting does not establish that a moisture problem was resolved.

A seasonal maintenance checklist

Adapt this starting point to the property’s location, exposure, age and materials. A coastal home, a sheltered townhouse and a rural property will need different attention. Arrange safe access and suitable tradespeople rather than taking risks on roofs or with electrical equipment.

• Autumn: check gutters, downpipes and surface drainage; look for leaks and arrange heating servicing before it is needed.
• Winter: investigate persistent dampness, leaks and mould; check that heating and ventilation equipment works. Look for the underlying cause rather than assuming moisture is solely an occupant issue.
• Spring: inspect exterior coatings, roof details, window seals and exposed fixtures. Follow the manufacturer’s cleaning and maintenance requirements, including where salt exposure is relevant.
• Summer: review trees, shrubs, fences and outdoor access. Plan larger repairs, check any rural water or wastewater servicing requirements and budget for the next year.

Who is responsible during a tenancy?

Responsibility depends on the task, the cause of the problem and the tenancy rules. Tenancy Services explains that tenants must report repair needs promptly and are not responsible for fair wear and tear. Intentional or careless damage is treated differently. Avoid relying on a simple landlord-versus-tenant checklist for every situation.

For gardens, pests, gutters, chimneys, light fittings and specialist equipment, check the relevant official guidance and the lawful tenancy arrangements. If buying a tenanted home, establish who has been doing each task and what records or service contracts will transfer. Do not assume an informal arrangement removes the owner’s legal duties.

Urgent repairs and the 14-day notice

Tenancy Services’ damage and repairs guidance says urgent problems likely to injure people or damage property should be dealt with as soon as reasonably possible. Routine work needs a reasonable time. A formal 14-day notice to remedy is a specific process where obligations have not been met; it is not a universal waiting period for repairs. There is also no blanket 24-hour completion rule covering every emergency repair.

Keep written records of the problem, contact attempts, agreed work and completion. Current tenants should contact their actual landlord or appointed property manager about repairs. The contact form below is for property purchase or sale questions, not an emergency maintenance service.

What do the methamphetamine rules require?

Current Tenancy Services contamination guidance, checked on 23 October 2026, sets out circumstances requiring detailed testing, including specified Police or council notification or a valid screening result showing contamination that the landlord is made aware of. It explicitly says landlords are otherwise not required to arrange testing between tenancies.

If testing or decontamination records exist, ask for the complete reports, methods, dates, affected areas and follow-up results. Detailed testing requires qualified professionals and the applicable standards. Obtain specialist and legal advice about identified contamination and any proposed purchase conditions.

Common maintenance questions

Which issue should I check first?

Prioritise safety and active damage. Leaks, drainage, heating and ventilation deserve attention, but the most important issue depends on the building. A suitably scoped inspection is more useful than assuming one problem is the most common throughout Tasman.

Must every maintenance task be done by a licensed professional?

Different work has different requirements. Check whether the proposed task is restricted, needs consent or requires a suitably qualified or licensed person. Do not treat all basic maintenance as restricted work, or attempt specialist work on the assumption that it is ordinary DIY.

How often should a rental property be inspected?

Check the actual insurance policy, tenancy rules, required access notices and the property’s circumstances. A fixed quarterly schedule is not a guarantee of insurance cover or compliance. Ask for the inspection history and follow-up evidence when considering a tenanted purchase.

Read our pre-sale inspection and property-records guide and Healthy Homes checks for buyers and sellers. Contact Ray White Richmond below to discuss preparing a property for sale or the records to request before buying.