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When it comes to maintenance and repairs, landlord responsibilities aren’t always a clear-cut matter. We take a closer look...
Written by
Ben Luxon
PUBLISHED ON
Apr 15, 2025
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.
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.
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:
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).
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:
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.
HMO landlords must meet the same repair responsibilities as other landlords, plus:
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:
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
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.
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:
You’ll stay on top of your landlord obligations and avoid missing key deadlines.
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:
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
Failing to meet your legal responsibilities isn’t just risky—it can be costly.
If you ignore or delay necessary repairs, tenants can:
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:
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.
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.
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.
Here’s a quick checklist to make sure you’re not missing anything this year:
Related: Landlord Responsibilities and Legal Obligations: The Checklist
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:
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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Landlord Studio is an easy to use MTD compliant property management and accounting software designed for UK landlords.
Track income and expenses, run reports,, find and prescreen tenants, manage property maintenance, and more.
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