Guide
The upkeep calendar for a short-term rental
Six jobs keep most short-term rental units safe and running. Here is how often we do them in the portfolio I manage in Montréal, and what each one costs when it is skipped.
The calendar at a glance
| Item | How often | If skipped |
|---|---|---|
| Dryer vent | Once a year | Lint blocks the duct and the dryer overheats. Fire risk. |
| Fridge coils | Twice a year | The compressor strains, the bill rises, the fridge fails early. |
| Range hood filter | Once a year | Grease builds up, smells linger, cooking-fire risk. |
| Smoke and CO alarms | Test twice a year, full round once a year | A silent alarm on the day it matters. The operator's liability. |
| AC or heat pump filter | Twice a year | Less airflow, the unit strains, guest complaints, early failure. |
| Bathroom caulking | Once or twice a year, by condition | Water gets behind the tub, mould, a leak into the unit below. |
01
Dryer vent
Once a year
The lint trap is emptied every load, but the duct to the outside still fills up. With guests running several loads per stay, it clogs faster than in a home. The first sign: a load needs two cycles to dry. Lint buildup is one of the leading causes of dryer fires.
What to do Clean the whole duct, from the dryer to the outside vent, and check that the outside flap opens freely.
02
Fridge coils
Twice a year
The coils, behind or under the fridge, release heat. Covered in dust, they make the compressor run longer: more electricity, warmer food and a breakdown sooner than expected. A fridge that fails between stays usually means a refund and a bad review.
What to do Unplug, remove the grille, vacuum and brush the coils, plug back in.
03
Range hood filter
Once a year
Guests cook more than you think. A filter full of grease barely pulls air: smells stay in the unit for the next guest, and built-up grease can catch fire.
What to do Metal filter: degrease it or run it through the dishwasher. Charcoal filter: replace it.
04
Smoke and CO alarms
Test twice a year, full round once a year
The Government of Québec recommends testing smoke alarms twice a year, when the clocks change. Once a year we also do a full round: every smoke and carbon monoxide alarm, batteries and replacement dates. Batteries run down, units age, and a guest may have unplugged one. Pressing the test button during the departure clean takes seconds.
What to do One smoke alarm per floor, basement included. Test every unit, change the batteries, and replace any that have reached the date set by the manufacturer. A CO alarm is required with an attached garage or a non-electric appliance (a gas stove, for example). Also check your municipality's requirements.
05
AC or heat pump filter
Twice a year
A clogged filter cuts airflow: the unit heats or cools poorly, the equipment works harder and dust circulates in the room. In Québec, two moments make sense: before the cooling season and before the heating season.
What to do Clean or replace the filter depending on the model, and clear leaves and snow from the outdoor unit.
06
Bathroom caulking
Once or twice a year, by condition
The bead around the tub, shower and sink is the only barrier between water and the wall. Cracked, black or peeling, it lets water in where no one sees it. In a building, the bill often arrives through the unit below.
What to do Inspect it once or twice a year. Redo it as soon as it is cracked, mouldy or peeling, not only on a fixed date.
How to plan it over the year
Spring
Alarm test at the clock change, AC or heat pump filter, fridge coils, caulking inspection.
Fall
Heat pump filter before heating, fridge coils, dryer vent, full smoke and CO alarm round at the clock change, range hood filter, second caulking inspection if needed.
Grouping the jobs by season saves going back into each unit for every job. One visit per unit in spring and one in fall is enough.
Free
The calendar, ready to fill in
An Excel file with these six items and their frequencies. Enter your units and the date each job was last done: the next date and status (overdue, due soon, OK) work themselves out. Works in Google Sheets too.
The real problem: remembering
Doing these jobs is not hard. Remembering each one, for every unit, next year, is. With ten units, that is already more than 80 jobs a year, each on its own date.
That is why we built AirXperience: every appliance has its own record, its schedule and the history of every job done on it. What is due shows up before it is missed, and nothing is done twice.
Get your exact priceCommon questions
How often should a dryer vent be cleaned in a short-term rental?
Once a year for the whole duct, and the lint trap every load. If a load needs two cycles to dry, do not wait for the scheduled date.
How often should a heat pump filter be changed?
Twice a year: before the cooling season and before the heating season. More often if the unit is busy or allows pets.
Who is responsible for upkeep in a short-term rental?
The operator or owner, not the guest. The departure clean can spot problems, but upkeep should follow a fixed schedule, unit by unit.