Turn recurring maintenance into a visible annual plan.

Use the calendar as a prompt—not a substitute for required inspections.

Every property needs a schedule based on its systems, age, occupancy, legal requirements, manufacturer guidance, and prior deficiencies.

Winter: control water and access risks

• Track leaks, condensation, freeze concerns, drainage, and repeated moisture complaints.
• Inspect entrances, mats, doors, hardware, stairs, railings, lighting, and damaged finishes.
• Review open work orders and recurring unit issues before they become larger repairs.

Spring: inspect the exterior transition

• Review visible roof-edge, flashing, sealant, cladding, foundation, drainage, and pavement concerns.
• Plan painting, patching, exterior carpentry, common-area repairs, and summer access.
• Update the capital plan with observed condition and likely timing.

Summer: complete planned improvements

• Coordinate exterior and common-area work around residents, heat, deliveries, and building operations.
• Standardize turnover materials and record products, colours, quantities, and approved alternates.
• Close deficiencies with dated photographs and completion notes.

Fall: prepare for the next cycle

• Review doors, seals, drainage paths, vulnerable finishes, and winter access areas.
• Reconcile completed work, outstanding repairs, warranties, and planned replacements.
• Build next year’s operating and capital budget from actual records rather than memory.

Keep one usable record

For every inspection or request, record the location, date, issue, evidence, priority, assigned party, access needs, action, cost, completion, and follow-up. Toronto’s RentSafeTO requirements include service-request processes, common-area inspections, maintenance plans, and capital planning for covered buildings.