Maintenance emergencies don't happen on a schedule. They happen at 2 AM on a holiday weekend. Being prepared is the difference between a minor inconvenience and a major financial disaster. Here's how to handle the most common rental property emergencies.
What Qualifies as an Emergency?
An emergency is any situation that threatens the safety of occupants or risks significant property damage if not addressed immediately:
- Flooding or water leaks — burst pipes, water heater failures, major leaks
- No heat in winter (below 58°F is a habitability violation in Washington)
- Gas leaks — evacuate immediately, call the gas company
- Electrical hazards — sparking outlets, exposed wiring, complete power loss
- Fire or fire damage
- Sewage backup
- Broken locks or forced entry — security compromised
- Structural damage — fallen trees, major storm damage
Immediate Response Protocol
Step 1: Ensure Safety
The first priority is always occupant safety. If there's a gas leak, fire, or structural danger, instruct tenants to evacuate and call 911. Everything else can wait until people are safe.
Step 2: Mitigate Damage
Guide tenants on immediate steps to limit damage:
- Water leaks: Shut off the water supply valve
- Electrical issues: Trip the relevant breaker
- Gas smell: Do not use light switches — evacuate and call the gas company
- Flooding: Move valuables to higher ground
Step 3: Contact Your Emergency Team
Have a 24/7 emergency contact list ready:
- Licensed plumber
- Electrician
- HVAC technician
- Water damage restoration company
- General contractor
- Your property management company's emergency line
Step 4: Document Everything
Once the situation is stabilized, document the damage with photos and video. Note the time of the tenant's report, when you responded, and all actions taken. This documentation is critical for insurance claims and legal protection.
Step 5: Follow Up
Ensure temporary fixes are followed by permanent repairs. Communicate with the tenant about the timeline and any temporary accommodations needed.
Building Your Emergency Preparedness
- Create an emergency contact list and share it with all tenants
- Know where shut-off valves are for every property — water, gas, electrical
- Maintain an emergency fund for unexpected repairs
- Consider a property management company with 24/7 emergency coverage
- Review your insurance coverage annually to ensure it's adequate
The Cost of Delayed Response
Delayed response to emergencies almost always increases the total cost. A burst pipe that's addressed in an hour might cost $500 to repair. The same pipe left overnight can cause $10,000 or more in water damage. Speed matters.
When You're Not Available
If you self-manage and travel or simply can't be available 24/7, you need a backup plan. This could be a trusted handyman, a neighboring landlord, or a property management company that provides emergency-only services. Your tenants deserve a responsive point of contact at all times.