A Guide to Landlord Responsibilities: Maintenance and Repairs

When it comes to a landlord’s responsibilities regarding maintaining the property, both parties need a clear understanding of their respective responsibilities. This is one of the most common causes of landlord-tenant relations breaking down, can cause serious tensions, result in fines for the landlords, and lead to longer than necessary vacancy periods.

In this article, we take a look at exactly what landlords need to know about managing property maintenance. We'll cover what you’re legally responsible for, what tenants need to take care of, and how to streamline your systems to make property management easier.

What Are The Landlord’s Responsibilities To Repair?

Essentially, landlords have a responsibility to maintain their property to ensure it remains safe and in a habitable condition. As part of this then, landlords are responsible for routine property maintenance at their own cost.

However, it’s not always so simple, as not all repairs are a landlord’s responsibility. The exact nature of which repairs a landlord is responsible for should be explained in the tenancy agreement or Assured Shorthold Tenancy (AST) contract.

What Repairs Are Landlords Always Responsible For?

This responsibility applies to both short- and long-term lets and notably applies regardless of whether it has been written into the tenancy agreement. These core duties include:

• Maintaining the structure and exterior of the property: Walls, roofs, windows, doors, and gutters.
• Ensuring plumbing and sanitation are working properly: This includes sinks, toilets, baths, drains, and pipework.
• Keeping the heating and hot water systems in working order: Boilers, radiators , immersion heaters.
• Gas safety: You must ensure all gas appliances, fittings, and flues are safe and inspected annually by a Gas Safe registered engineer.
• Electrical safety: Landlords must now provide tenants with a valid Electrical Installation Condition Report (EICR) every five years.
• Safe furnishings and appliances: Any items you provide must meet fire safety and general product safety standards.‍
• Addressing repair-related damage: If something like a leak causes secondary damage (e.g. water stains, mould), you’re responsible for both the cause and the aftermath.

These duties are outlined more formally and exhaustively in the Landlord and Tenant Act 1985, the Homes (Fitness for Human Habitation) Act 2018, and the Housing Health and Safety Rating System (HHSRS).

Fitness for Habitation 

As of this year (2025), several local authorities have ramped up enforcement of the Homes Act, with more frequent inspections and tougher fines for landlords who fail to keep properties up to standard. This includes stricter responses to issues like:

• Persistent damp and mould
• Broken heating systems during winter
• Poor insulation or energy inefficiency

If your property doesn’t meet basic standards, tenants can now report directly to the local housing enforcement team or the Renters’ Rights Helpline introduced as part of the broader Renters’ Rights Bill.

Repairs in Shared Homes (HMOs) and Flats

HMOs (Houses in Multiple Occupation)

HMO landlords must meet the same repair responsibilities as other landlords, plus:

• Maintain shared facilities like kitchens and bathrooms
• Keep communal areas (stairs, corridors, gardens) clean and hazard-free
• Provide adequate waste disposal facilities
• Install and maintain fire safety systems, including alarms and fire doors

Flats

If you rent out a flat, some responsibilities (e.g. exterior walls, structural repairs) may fall to the building’s freeholder or managing agent. However, you’re still on the hook for:

• The inside of your flat (walls, plumbing, appliances)
• Gas and electrical safety
• Fixtures, fittings, and any furnishings you’ve supplied

Always check your leasehold agreement to clarify what’s yours to manage, and what isn’t.

Related: A Landlords Guide to Fair Wear and Tear and Replacement of Domestic Item Relief

When Are Landlords Not Responsible For Repairs?

There are certain things that landlords are not responsible for in terms of repairs. 

Tenants are expected to keep the property clean and carry out minor maintenance, such as changing light bulbs and fuses, taking care of their own furniture and belongings, and repairing any damage they or their guests have caused. 

When it comes to things like gardening or unblocking drain pipes, this will boil down to what you’ve included in your contract. 

You’re entitled to charge tenants for damage outside of normal wear and tear, but it’s best to agree on who handles what upfront and record it in the tenancy agreement. This will help prevent unnecessary friction between you and your tenants.

Manage Repairs and Track Documents with Landlord Studio

Keeping up with inspections, safety certificates, and maintenance requests across multiple properties can be a bother for even the most organised person. Landlord Studio can help ease this process and take some of the work away from you.  

With features like:

• Property maintenance logging and a tenant request portal
• Document storage for EPCs, EICRs, and gas safety certificates
• Calendar and reminder tools for safety inspections
• Secure storage of repair invoices and reports
• Custom email/SMS templates for tenant comms

You’ll stay on top of your landlord obligations and avoid missing key deadlines.

How Should Landlords Handle Repairs?

Landlords can’t make repairs if they don’t know the repairs are required. There are two ways landlords will generally become aware of required repairs.

The first is through routine property inspections. This will allow them to review the property periodically to ensure the tenant is maintaining the property to a sufficient standard and check for any issues that need remedying.

The second is when the tenant reports the maintenance issue. If the tenant fails to report a serious repair issue then generally speaking the landlord is not responsible for that repair until it is brought to their attention or discovered.

Repairs left unchecked can often become more serious and more expensive to remedy. As such, it is good practice to encourage tenants to report any maintenance issues as soon as possible.

Once an issue is reported, repairs should be carried out within a reasonable period. This ‘reasonable’ period depends on the seriousness of the maintenance – for example, a burst pipe might require immediate action, but a broken cupboard hinge would be less important. 

Tenants in these circumstances are required to cooperate and allow the landlord access for the purpose of carrying out the repairs.

Whatever happens, make sure to record any damages and repairs, particularly:

• When the issue was reported
• What work was carried out
• Invoices, photos, and correspondence
• Contractor details

This not only helps with tax deductions but will be a great help if a dispute arises or you ever need to rely on Section 8 to regain possession.

Related: Fair Wear and Tear vs Damage for Rental Property

What Happens If Landlords Don’t Handle Repairs ?

Failing to meet your legal responsibilities isn’t just risky—it can be costly.

If you ignore or delay necessary repairs, tenants can:

• Report you to the local authority, which may result in fines or enforcement action
• Take you to court, especially under the Homes (Fitness for Human Habitation) Act
• Withhold rent (in rare cases and only when done lawfully)
• Carry out repairs themselves and deduct the cost from their rent (must be done properly)

Local Authority Action

If a tenant complains to the council, they may inspect the property using the Housing Health and Safety Rating System (HHSRS). If they find serious hazards, they can issue:

• Improvement notices
• Emergency repair orders
• Prohibition orders (banning further lettings)

Fines for non-compliance now reach up to £30,000 per offence, and serious or repeat offenders may be added to the national Rogue Landlord Database.

Repairs & Section 21

With the abolition of Section 21 on the horizon (as part of the Renters’ Rights Bill expected to take full effect in late 2025), it’s more important than ever to stay on top of maintenance.

Once Section 21 is gone, landlords will need to use Section 8 to end tenancies—meaning you’ll need to prove a legitimate reason, such as rent arrears or property damage.

If a tenant refuses to vacate a property because of unresolved disrepair, and you don’t have the records to prove your side, you could be stuck in a lengthy possession process.

Good record-keeping + prompt repairs = your best defence.

Repairs vs Wear and Tear

Another grey area for landlords is distinguishing between fair wear and tear and tenant-caused damage. This varies from one situation to the next, and you’ll need to use your initiative to some extent. 

With that said, here’s a general guide:

Always document the property's condition at the start of the tenancy with a professional inventory and photos, ideally signed by the tenant.

Don’t Forget These 2025 Compliance Essentials

Here’s a quick checklist to make sure you’re not missing anything this year:

• Annual gas safety certificate (CP12)
• 5-year Electrical Installation Condition Report (EICR)
• Valid Energy Performance Certificate (EPC) – currently must be E or above (C coming soon)
• Safe furnishings and appliances
• Free from serious hazards (under HHSRS standards)
• Proof of all tenant communication and maintenance work

Related: Landlord Responsibilities and Legal Obligations: The Checklist

Landlord Maintenance Responsibilities: Final Thoughts

In 2025, there’s no excuse for being vague about your responsibilities. Landlords are expected to deliver safe, well-maintained homes, and tenants are more empowered than ever to hold you accountable.

Landlords who stay organised, handle repairs quickly, and keep solid records are able to avoid legal trouble while attracting better tenants and enjoying fewer void periods. 

This doesn’t need to be stressful. 

With Landlord Studio, you can:

• Create reminders for gas, electrical, and EPC renewals
• Allow tenants to submit maintenance requests directly via the tenant portal
• Store photos, invoices, and certificates securely in the cloud
• Keep track of deductible expenses and repairs
• Customise SMS and email templates for communicating with tenants

Whether you’re managing one property or a portfolio, Landlord Studio gives you the tools to stay compliant, organised, and responsive.

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