What records should landlords keep for repairs?

Property Maintenance Records Landlords Should Keep in New Hampshire

As a landlord in New Hampshire, maintaining thorough and organized records for property repairs is essential—not only to ensure proper upkeep and tenant satisfaction but also to comply with state regulations and protect yourself legally. Keeping detailed documentation provides a clear record of maintenance history, helps manage expenses, and can be invaluable in resolving disputes with tenants or contractors.

Below is a comprehensive guide on the types of repair-related records New Hampshire landlords should maintain, along with best practices for organization and retention.

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Why Maintain Repair Records?

Before diving into specifics, it’s important to understand the benefits of keeping detailed repair records:

• Proof of Compliance: New Hampshire law requires landlords to maintain rental properties in a safe and habitable condition. Having records demonstrates your commitment to legal obligations.
• Tenant Dispute Resolution: Repair documentation helps address tenant complaints and resolve disputes over maintenance responsibilities or deposit deductions.
• Financial Tracking: Records assist in budget management and identifying recurring maintenance issues.
• Tax Purposes: Repair expenses may be deductible; having clear records simplifies tax filing.
• Insurance Claims: Detailed repair records can support claims if property damage occurs.

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Types of Repair Records New Hampshire Landlords Should Keep

1. Repair and Maintenance Requests

• Tenant Repair Requests

Document every maintenance request received, including: - Date and method of the request (phone, email, written notice) - Description of the issue reported - Tenant’s contact information - Urgency or priority level as communicated by the tenant

• Inspection Reports

Keep records from routine inspections and walk-throughs, noting: - Date and findings of the inspection - Any maintenance or repairs recommended or performed as a result

2. Work Orders and Service Records

• Repair Work Orders

Maintain copies of all work orders issued to contractors or service providers. These should include: - Date of the work order - Description of the repair or service to be performed - Contact information for the vendor or contractor

• Invoices and Receipts

Save all invoices and receipts related to repair and maintenance work. Ensure they include: - Date of service - Detailed description of work performed and materials used - Total cost and payment method - Name and license number (if applicable) of the contractor or service provider

• Warranty and Guarantee Documents

If repairs involve new appliances or systems, retain copies of warranties or guarantees for future reference.

3. Communication Records

• Correspondence with Tenants

Keep emails, letters, text messages, or written notes related to maintenance requests, scheduling repairs, or follow-up communication.

• Contractor and Vendor Communication

Document phone calls, emails, or any written communication to and from contractors regarding repairs, estimates, scheduling, and completion confirmations.

4. Photographic Evidence

• Take photos or videos:

- Before repairs begin, to document the problem or damage. - After repairs, to show completion and quality of work. - During inspections, to note conditions impacting maintenance decisions.

5. Payment Records

• Copies of checks, electronic payments, or credit card statements for payments made to contractors or suppliers for repair work.

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Best Practices for Record Keeping in New Hampshire

• Organize by Property and Unit

File all records separately for each rental property and, if applicable, each unit within a multi-unit building.

• Date All Documents Clearly

Ensure every record clearly indicates the date it was created or the date of the repair event.

• Use Digital and Physical Storage

Keep hard copies in a secure binder or filing cabinet, and also scan records for digital backups. Cloud storage solutions can help with disaster recovery.

• Maintain Records for the Recommended Period

While New Hampshire law doesn’t specify a required retention period for repair records, a best practice is to keep them for at least 3 to 5 years. Records related to major repairs or renovations could be retained longer.

• Maintain Confidentiality

Protect tenant information contained in repair requests and communications, according to privacy best practices.

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Specific New Hampshire Legal Context Regarding Property Maintenance Records

Under New Hampshire Revised Statutes Annotated (RSA) Chapter 540-A, landlords are required to maintain rental premises in a safe and habitable condition. Keeping detailed, dated records of repair and maintenance actions can demonstrate compliance with these obligations. This documentation can also serve as evidence if a tenant alleges neglect or unsafe conditions.

Moreover, when withholding a tenant’s security deposit for repairs, RSA 540-A:7 requires the landlord to provide an itemized list of damages and repair costs. Having accurate repair invoices and related documentation supports the validity of any such deductions.

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Conclusion

For landlords operating in New Hampshire, keeping comprehensive and organized records of all repairs and maintenance activities protects your investment, ensures compliance with state landlord-tenant laws, and helps maintain positive relationships with tenants. By documenting repair requests, work orders, invoicing, communications, and photographic evidence, landlords can operate efficiently and respond quickly to maintenance challenges.

Adopting these record-keeping practices will help you meet your legal obligations and support smooth property management operations throughout the tenancy lifecycle.