The most common maintenance requests and how to prevent issues

Most maintenance headaches follow predictable patterns. The good news? A few simple, proactive steps can help you stay ahead – saving time and keeping renters and investors happier

Here are the most common requests a property manager will face…

Blocked drains, dripping taps, and the occasional burst pipe are all too familiar for most property managers. With so many older homes across Australia still running on original plumbing, it’s no surprise these issues crop up again and again.

Even small leaks can cause big problems if left too long — and it’s easy to see why renters get frustrated when something as basic as running water becomes a hassle.

From Darwin's humidity to Melbourne's variable weather, heating and cooling systems across Australia get a serious workout. Filters clog, systems strain, and breakdowns often seem to happen at the worst possible time.

Older systems are especially prone to iss if they haven’t been serviced regularly. It’s not just renter comfort that takes a hit — energy bills can spike and maintenance requests tend to flood in.

It’s always the worst timing — the fridge gives out before the weekend shop, or the washing machine stalls mid-cycle. When key appliances like these stop working, renters understandably want a quick fix.

As appliances age, they tend to become less reliable and more expensive to keep patching up. Sometimes, what starts as a small repair turns into a recurring issue that costs more than simply replacing it.

Warm weather and rainy seasons can make some properties feel like the perfect home — for pests.Cockroaches, ants, rodents, and termites can show up fast, especially if entry points or food sources go unnoticed.

Once they’ve settled in, they can be expensive to deal with — and they can quickly damage both the property and your relationship with renters. A proactive approach can go a long way in preventing small issues from becoming bigger problems.

Lost keys, jammed locks, or faulty intercoms tend to happen at the worst times — and often after hours.. These issues can feel urgent for renters and often lead to emergency callouts that hit your budget hard. Even small fixes can become stressful when they affect someone’s ability to feel safe or get into their home, which is why a quick, clear response matters.

Set up a simple seasonal maintenance calendar

When maintenance requests are easy to log — and just as easy to track — it’s a win for everyone. Renters can flag issues with photos, giving you a clearer picture of what’s needed. From there, scheduling the right trade becomes faster and more efficient.

Platforms like Ailo do more than just organise requests — they help spot recurring issues, track response times, and give you the data to have smarter conversations with investors. It’s about turning a reactive task into a proactive part of your service..

Working with the same trusted plumbers, sparkies, and HVAC technicians over time can make all the difference. They get to know your properties — and often spot small issues before they become big problems.

Some property managers build these relationships by using the same local teams for recurring work, giving feedback after jobs, and paying promptly (https://ailo.io/blog/why-tradies-love-the-ailo-platform). It’s a two-way street: when trades know they’re valued, they’re more likely to prioritise your jobs and keep standards high.

Sometimes a little guidance goes a long way. Sharing simple, practical tips — like how to reset a circuit breaker or clear a minor blockage — can help renters feel more confident and reduce unnecessary callouts. It also helps to be clear about what counts as an emergency and what can wait. Renters appreciate knowing what to do and who to call, especially when something goes wrong after hours.

Some property managers install drain screens to catch hair and debris early — a simple fix that can prevent bigger headaches later. Regular drain cleaning also helps avoid blockages that lead to emergency callouts.

And while it’s not always top of mind, giving renters a few reminders around things like cooking oils or wet wipes can help keep things flowing smoothly. For older properties, an annual pipe check can be a smart preventative step.

Regular filter changes and the occasional deep clean of the system (like the evaporator coils) can go a long way toward avoiding breakdowns — especially during peak seasons.

Some agencies also install smart thermostats, which not only help renters manage usage but give you visibility into unusual energy spikes that might signal an issue before it turns into a request.

A few quick checks — like cleaning fridge coils or descaling the washing machine — can help appliances last longer and perform better.

Keeping a simple log of appliance maintenance across your properties also helps you plan ahead, so you’re replacing things on your terms — not scrambling after a breakdown..

Pests tend to find their way in through small gaps and bad timing. Some property managers walk the exterior of their properties now and then to spot easy fixes — sealing entry points or clearing away debris.

Inside, simple habits around waste management and food storage can make a big difference. A quick conversation with renters or a short email with seasonal tips can go a long way in keeping pests at bay.

Keeping a clear record of maintenance requests and repairs can help you spot patterns across your portfolio. If the same issue keeps cropping up at the same property, it might be time for a longer-term fix — not just another callout.

Platforms like Ailo track these requests (https://ailo.io/pm), so you can see trends over time, stay on top of recurring problems, and make smarter calls on where to invest. It also gives you something concrete to share with investors when recommending upgrades or preventative work — real data that shows you're managing proactively, not just reactively.

Preparing for seasonal changes isn’t just about ticking off a to-do list — it’s about protecting the investment. Whether it’s regular HVAC servicing before summer, gutter cleaning ahead of storm season, or checking for drafts in winter, these small actions can prevent costly damage and renter discomfort later on.

When you can show investors a simple plan — and even better, the data to back it up — it becomes easier to have proactive conversations about maintenance. Platforms like Ailo help you keep track of what’s been done (and when), so you can demonstrate care, foresight, and value every step of the way.

Emergencies don’t happen often — but when they do, clear processes matter. Some property managers share simple guidelines with renters about what counts as urgent and who to contact after hours. Having a clear plan helps renters feel supported, reduces unnecessary callouts, and keeps your team focused on the things that really need attention.

Unexpected repairs are always more expensive — in both time and money. A little forward planning, like regular servicing, can help extend the life of equipment and protect the property’s value over time.

Reducing emergency callouts doesn’t just save on after-hours fees. It also means fewer interruptions for renters, and fewer stressful moments for your team. That smoother experience often leads to longer tenancies and lower turnover costs.

When things just work, renters notice. Proactive maintenance shows that you're managing professionally and that you care about renter comfort — not just compliance. That confidence translates into longer stays and stronger retention.

Well-maintained homes are easier to market, attract quality renters, and often justify stronger rental returns. In a competitive market, prevention isn’t just a nice-to-have — it can give you (and your investors) a real edge..

Investors appreciate when you protect their assets with smart, preventative strategies — and they notice the difference when emergency repairs aren’t draining their returns. Detailed reporting shows your proactive approach and professional standards.

Preventing major repairs maintains property values and demonstrates the value of professional management services. When you can show owners data like faster response times and reduced emergency callouts, you're proving your worth with concrete evidence.

Start with the most common issues in your portfolio—usually plumbing and HVAC problems. Implement simple preventative measures and track their impact on maintenance requests.

Technology can streamline your efforts, but relationships with reliable trades and educated renters form the foundation of effective prevention strategies. Property management software (https://ailo.io) that centralises maintenance requests gives you the data to demonstrate your proactive approach to owners.

Every avoided emergency means fewer disruptions, happier renters, and a stronger relationship with your investors. Not to mention one less late-night call about a dripping tap.

The most successful property managers don't just respond to problems—they prevent them from happening in the first place. When you can show investors how you’re reducing emergencies, improving renter experiences, and protecting their asset, it’s more than just maintenance. It’s partnership.

It depends on the property and the systems in place — but many property managers find that a mix of seasonal and annual checks works well. For example, a seasonal inspection before summer or winter can help spot HVAC issues early, while an annual plumbing check is often enough to catch wear before it causes bigger problems.

A few small things can go a long way — like using drain screens, encouraging renters to avoid pouring oils or coffee grounds down the sink, or booking the occasional plumbing check. For some properties, even a quick annual inspection helps catch early signs of wear and avoid bigger (and messier) issues later on.

Clear emergency protocols and renter education significantly reduce unnecessary after-hours calls. Teach renters basic troubleshooting like resetting circuit breakers and provide clear guidelines about what constitutes a genuine emergency versus issues that can wait.

Clear communication goes a long way. Some agencies share simple troubleshooting tips with renters — like how to reset a circuit breaker — and provide a short guide on what counts as an emergency and what can wait until morning. It helps set expectations and keeps late-night calls to a minimum.

It often comes down to showing the bigger picture. Pointing to fewer emergency callouts, longer appliance life, or happier renters who stay longer can help make the case. Some property managers also find that sharing simple data — like how many issues they’ve prevented or how quickly they’ve responded — builds trust and helps investors see the value in staying ahead, not just fixing things when they break.