A dripping faucet at midnight. An AC that gives out in July. A dishwasher that’s been making a very concerning sound for two weeks. If you’re renting, knowing who’s responsible for what and how to get it fixed can save you a lot of stress, money, and back-and-forth with your landlord.

Whether you’re renting an apartment in Seattle, WA or apartment hunting in Chicago, IL, the basics of apartment maintenance work similarly. Landlords are responsible for keeping the unit safe and habitable, and tenants are responsible for keeping it clean and undamaged. The tricky part is everything in between.

What is apartment maintenance?

Apartment maintenance covers the repairs and upkeep that keep a rental unit and the building around it safe, functional, and livable. Most apartment buildings have a dedicated maintenance team or on-call contractors who handle repairs when tenants submit a request. The division of responsibility is typically spelled out in your lease agreement and shaped by landlord-tenant laws in your state – so when in doubt, your lease is the first place to look.

What does apartment maintenance cover?

The general rule is that landlords own the building’s core systems and anything that came with the unit when you moved in. As Miles Lerner, CEO of Shuk Rentals, explains, “Plumbing, heating and cooling, electrical, and major appliances fall to the landlord along with repairing normal wear and tear.” Here’s what that typically looks like in practice:

HVAC (heating and cooling)

Landlords are generally required by law to maintain a working heating system. Air conditioning is a bit less universal, but if AC came with your unit, your landlord is on the hook to keep it running. Any window unit or portable AC you buy yourself is your responsibility.

Plumbing

Leaky faucets, running toilets, broken shower heads, and pipes that leak behind walls are all the landlord’s domain. If you notice a plumbing issue, report it promptly.

Electrical

Non-emergency electrical problems (broken outlets, malfunctioning switches, or a ceiling fan that stopped working for example) are handled by maintenance. Most landlords won’t ask tenants to do more than swap out a light bulb.

Built-in appliances

If it was in the unit when you moved in, your landlord is responsible for maintaining it. That typically includes the refrigerator, oven and stove, dishwasher, microwave, garbage disposal, and in-unit washer and dryer.

Locks, doors, and windows

Most states require working locks on all exterior doors, and maintenance usually covers interior issues too. Broken window glass and doors that don’t latch or close properly are generally the landlord’s call, unless you or a guest caused the damage.

Pest control

A significant pest infestation like mice, rats, or cockroaches is typically the landlord’s legal responsibility to address. A stray ant or two is a different conversation, so check your lease for specific examples.

Safety equipment

Smoke detectors, carbon monoxide detectors, fire extinguishers, and sprinkler systems are the landlord’s responsibility to install, maintain, and test. If a detector starts chirping, let your landlord know – it usually just needs a battery, but it’s their job to confirm.

Common areas and landscaping

Shared spaces like hallways, gyms, laundry rooms, and the grounds outside, fall to building management. That includes lawn care, snow removal, and trimming trees that could be a safety hazard.

What apartment maintenance doesn’t cover

This is where a lot of tenants can get caught off guard. Suzanne Comer, association executive at the Lubbock Apartment Association, points to one misconception she sees repeatedly. “A lot of people assume landlords are on the hook for cosmetic wear like scuffed walls or worn carpet from normal living – but that’s typically considered ordinary wear and tear, not tenant damage.” In other words, normal aging of a unit isn’t something you can put in a maintenance request for.

As a renter, you’re generally responsible for:

• Day-to-day upkeep: keeping the unit reasonably clean and handling small tasks like replacing air filters and light bulbs
• Damage caused by you or your guests: broken fixtures, holes in walls, or carpet stains from a spill
• Cosmetic preferences: if you want a different paint color, that’s a negotiation with your landlord, not a maintenance request
• Appliances you purchased: window AC units, portable dishwashers, or any personal appliance you brought in are yours to fix or replace

When the line gets blurry: Unreported problems

One of the most important and most overlooked tenant habits is reporting problems as soon as you notice them. Lerner is direct about why it matters. “A small leak left unreported can become the tenant’s responsibility once it causes damage that could have been avoided.” 

If you knew about a leak, said nothing, and it eventually warped your floorboards or caused mold, that resulting damage may land on you rather than your landlord.

Always report issues in writing through your building’s online portal or by email so there’s a clear record. Comer reinforces the upside of getting this right from both sides. “When both sides know who owns what from the start, repairs get resolved faster and most disputes never happen in the first place.”

What counts as emergency maintenance?

Some issues can’t wait for a next-business-day callback. Emergency maintenance is anything that makes your unit unsafe or genuinely uninhabitable. If any of the following happen, contact your landlord or property manager right away, and call 911 if there’s an immediate safety threat:

• Fire, suspected gas leak, or carbon monoxide detector alert
• Severe pipe burst or flooding
• Complete loss of heat in freezing temperatures
• Broken exterior lock on a door or window
• Standing water or signs of significant mold

Many buildings have a 24/7 emergency maintenance line. Save that number in your phone before you ever need it.

>> Read: How to Help Prevent Fires at Home

How to submit a maintenance request

Most apartment communities today offer an online portal for submitting and tracking repair requests. If yours doesn’t, email is your next best option. It’s always preferable to a text or phone call alone because it creates a written record you can reference later.

When you submit a request, be specific. Describe what’s wrong, where it is, when you first noticed it, and whether it’s gotten worse. A clear request gets a faster response, and documents that you flagged the problem in a timely way.

Ready to find your next apartment?

Understanding apartment maintenance before you sign a lease, not after something breaks, puts you in a much stronger position as a renter. Browse apartments for rent on Redfin to find your next place, and use our first-time renter’s guide to navigate the process from search to move-in.

The dream of homeownership hasn’t changed, but the reality of maintaining a home in today’s market has. Rising repair costs, aging housing stock, and tighter buyer budgets are reshaping what it takes to get deals across the finish line and what happens after closing.

For real estate professionals, deferred maintenance is no longer just a homeowner issue. It’s a transaction risk. It shows up as inspection hurdles, repair disputes, renegotiations and late-stage complications that can damage trust and long-term relationships.

When buyers aren’t prepared for the true cost of maintaining a home, agents often absorb the fallout, from urgent calls about failing systems to blame when expectations don’t match reality.

With pending home sales slowing and many buyers waiting for lower rates, maintenance has become a factor agents must actively manage. And when handled well, it can also become a powerful way to differentiate and strengthen client loyalty.

Why maintenance is now a transaction issue

Across markets, agents are seeing the same pressures converge. Repair and replacement costs for major systems like HVAC, water heaters and electrical components continue to rise, with House Digest reporting that the average cost of a new HVAC system doubled from roughly $6,000 in 2020 to $12,000 in 2025.

Compounding the issue, the planned phase-out of R-410A refrigerant in 2025 is expected to drive up maintenance and replacement costs for older HVAC systems as supply tightens and demand rises, creating another pressure point buyers may not anticipate.

At the same time, many buyers are stretching financially just to close, leaving little cushion for unexpected repairs. That pressure is especially acute among younger buyers. Fortune reports that many Gen Z and millennial buyers are delaying major life milestones due to affordability constraints, making them far less willing to absorb surprise repair costs once under contract.

Add in older housing stock in many regions, and more homes are entering transactions with systems nearing the end of their useful life. In competitive markets, some buyers still forgo inspections or underestimate system age, increasing the likelihood that issues surface late in the process.

Buyer fatigue is also real. Today’s buyers are more cost-sensitive and less willing to take on surprise repairs once under contract. Sellers, meanwhile, are increasingly resistant to repair credits. That tension often lands squarely on the agent’s shoulders.

The result is more fragile deals and more pressure on agents to anticipate problems before they derail a transaction.

The hidden cost of deferred maintenance

Deferred maintenance rarely announces itself loudly. It starts with small issues that homeowners learn to live with: an aging furnace that still runs, a water heater past its prime and a few electrical quirks that seem manageable. But those small issues have a way of surfacing at the worst possible time.

During inspections, deferred maintenance can quickly turn into negotiation pressure. Buyers push for concessions, sellers push back, closing timelines stretch and in some cases, contracts fall apart when repair costs feel too high or too uncertain.

Even with cosmetic updates, neglected systems can still sour a deal. Buyers aren’t comforted by a renovated kitchen when major repairs loom. System lifespans can be unpredictable and sometimes peak at inspection when deals are most vulnerable. Agents who address maintenance early can keep transactions moving forward and avoid tension late in the process.

When deferred maintenance becomes a deal breaker

A well-priced home moved quickly through showings, and the buyer felt confident heading into inspection. But the report revealed a 15-year-old HVAC system and a water heater well past its expected lifespan. Suddenly, the buyer was facing an estimated $15,000 in near-term replacements.

The seller refused additional credits, negotiations stalled days before closing, and what initially looked like a smooth transaction nearly fell apart. While the deal ultimately closed, the process became more stressful, more contentious and far less predictable than it needed to be.

Turning maintenance conversations into a value add

Maintenance isn’t always an exciting conversation, and many agents avoid it to prevent adding friction. But in today’s market, transparency builds trust.

Proactively discussing system age, likely repair timelines and ownership costs helps buyers feel prepared rather than blindsided. It also helps sellers anticipate where maintenance issues could slow negotiations or weaken buyer confidence.

The best time to discuss maintenance risk is before it becomes a negotiation issue. These conversations do more than protect the transaction. They position agents as professionals who are thinking beyond closing — trusted advisors who stay involved well after the keys change hands.

Where home warranties fit, and why education matters

Planning for maintenance risk has become a smart strategy in today’s transactions. Experienced agents understand that maintenance does not end at closing and can leverage home warranties as a value-added tool to bring structure and reassurance to an unpredictable part of homeownership. The key is ensuring clients understand what the coverage includes and how to use it, which helps set expectations early, reduce post-close friction and protect client relationships.

This is where education becomes a differentiator. Agents who take time to explain what the selected warranty covers, how to file a claim and expected deductibles can boost client confidence. That clarity reduces after-closing call-backs and strengthens the relationship between the agent and homeowner, who will feel well taken care of.

Helping clients understand their protection plan extends an agent’s value well beyond closing. It turns moments of stress into moments of trust and reinforces the agent’s role as a long-term advisor rather than just a transactional partner.

Maintenance as a competitive advantage

Maintaining confidence in homeownership starts with a clear plan, and a home warranty is an essential tool for success. When agents help clients prepare for unexpected repairs, they equip homeowners with practical support they can rely on for years to come.

In 2026, maintenance isn’t just a homeowner’s concern; it’s a professional advantage. Real estate professionals who lead with preservation will be the ones who reduce deal friction, protect their reputation, and safeguard both homeowner confidence and the homes themselves.

Gina McCort is Vice President of Sales at Cinch Home Services, where she leads national strategy and partnerships in the residential real estate space. Connect with her on LinkedIn and Instagram.