As a small landlord, you’ll run into tenants who treat every drip, squeak, or loose handle as an urgent crisis. The line between a necessary repair and a persistent, almost daily request can blur, especially when a tenant worries that small issues reflect on the property’s overall condition. This post focuses on one concrete question many landlords ask: How do you respond when a tenant continually asks for minor repairs that aren’t emergencies? The goal isn’t to shut down all help, but to establish predictable boundaries, protect your time, and keep the property in good shape.

What counts as a minor repair, and what doesn’t? A minor repair is typically something that affects comfort or convenience but does not pose an immediate safety risk or threaten the structure. Loose cabinet handles, squeaky doors, blinking thermostat indicators, or a clogged sink drain that’s not a total stop can be tackled in a scheduled, non-emergency way. An urgent repair is something that endangers safety, health, or the habitability of the unit—think no heat in winter, a gas smell, active water leaks, or sewer backups. The clearer you are about what falls into which bucket, the easier it is to manage expectations and avoid constant back-and-forth.

Start with a practical intake process. When a tenant calls with a repair request, you should capture essential details and set expectations up front. A simple form or checklist helps you stay consistent:

• What is the issue? A concise description helps you evaluate severity.
• Where is it located? Pinpoint the unit or fixture to avoid guessing.
• When did it start? This matters for identifying patterns and determining urgency.
• Is there any immediate risk? If yes, treat as urgent and respond quickly.
• Can the tenant work around it temporarily? Sometimes a 15-minute workaround can bridge the gap.
• Is there a known cause? If the tenant has an idea, note it, but don’t assume.

Document everything in writing. Documentation is your best defense against endless “fixes later” conversations. After the initial call, send a brief summary by text or email: what was reported, what you’ve determined, and what the next steps are. If you plan to schedule a visit, include the proposed date and time window. If you can’t visit promptly, offer an interim solution or guidance. Keeping a written trail helps both you and the tenant stay aligned.

Create a maintenance policy that’s reasonable and visible. A simple policy should cover:

• What kinds of repairs you handle as a landlord-maintained item versus what the tenant can handle under guidance.
• A standard response time for different categories of problems (emergency, urgent, routine).
• The expectation for reporting and documentation so tenants know what to expect.
• The process for coordinating third-party vendors and how costs are shared for non-emergency items (if applicable).
• A clear schedule for routine maintenance that reduces surprises (filters, batteries, seasonal checks).

In practice, you’ll want a two-track approach: respond to urgent issues quickly, and organize routine maintenance in predictable cycles. When a request is for a minor repair that’s not urgent, consider offering a fixed schedule. For example: “We’ll schedule non-urgent repairs within 14 business days unless there’s a safety or health concern.” This helps prevent a constant stream of “can you fix this today?” calls that derail day-to-day work.

Set boundaries with empathy. Boundaries aren’t about saying no to a tenant; they’re about defining what you can reasonably handle and when. A calm, consistent tone matters. You can say, for instance:

• “I’ve placed a non-urgent repair on our routine maintenance list. We’ll schedule it in the next maintenance window.”
• “If there’s a safety issue or loss of essential services, I’ll respond immediately. For everything else, we’ll schedule a repair within the standard timeframe.”
• “If you’ve tried a simple workaround and the issue persists, please let me know, and I’ll reassess.”

Offer practical interim solutions when possible. For some minor issues, a temporary fix can maintain livability while you address the root cause. Examples:

• Squeaky door: a small amount of lubricant and a scheduled inspection.
• Dripping faucet: a temporary shut-off or gasket replacement if you’re confident and safe to guide the tenant through it.
• Misaligned cabinet: a temporary shim or adjustment that won’t cause damage.

Know when a maintenance request is a sign of a broader pattern. If a tenant regularly reports small problems, there may be underlying causes worth noting:

• Poor initial construction or substandard materials that degrade faster than expected.
• Inadequate ventilation or plumbing layouts that cause recurring issues.
• A misinterpretation of “minor” by a tenant who expects flawless performance in older units.

In cases of recurring minor repairs, consider a proactive maintenance plan. A periodic inspection focused on common, low-cost items can reduce friction and extend the life of fixtures. This doesn’t mean invasive checks; it means scheduling gentle maintenance tasks that catch issues before they become persistent problems. Communicate the plan clearly when you sign new leases or during lease renewals so tenants know what to expect.

Another practical consideration is the use of professional routines and vendor management. If you have trusted contractors, you can schedule regular maintenance windows and share the calendar with tenants. It reduces the number of on-demand calls and gives you more control over your time. It also supports consistent workmanship, which helps in keeping the property in good condition.

What to do when a tenant pushes back. A tenant who’s used to rapid responses might resist longer timelines. A few strategies can keep things civil and productive:

• Reiterate the policy with a friendly reminder of timelines and the difference between urgent and non-urgent repairs.
• Offer a realistic window for non-urgent work and propose a specific date or a short window (e.g., 9–11 a.m. on a given day).
• If needed, propose a temporary workaround that is safe and reasonable, and document it.
• If the issue seems to be part of a larger pattern, revisit the maintenance plan and discuss scheduling a more comprehensive checkup.

Finally, keep your own records. In small operations, it’s easy to rely on memory, but a written record of what’s been reported, how it was handled, and how long it took offers clarity for both sides and helps when you renegotiate terms or handle renewals. It also protects you if questions arise later about the condition of the property or the timeliness of responses.

In short, the key is to separate urgent needs from routine maintenance, set predictable timelines, document everything, and maintain open, respectful communication. It takes a bit of discipline to implement, but the payoff is steady property upkeep and a tenant relationship that’s less prone to flare-ups.

Checklist: how to handle constant minor repairs requests without burning out

1. Define urgent vs. routine repairs (and communicate clearly).
2. Implement a simple intake form and require written reports.
3. Establish a standard response time for non-urgent repairs.
4. Schedule routine maintenance windows and stick to them.
5. Use interim fixes only when safe and appropriate, with documentation.
6. Keep a maintenance log for each unit.
7. Reassess recurring issues at lease renewals or after a set period.
8. Maintain a calm, respectful tone in all communications.
9. Escalate to professionals when the issue goes beyond simple fixes or becomes a pattern.
10. Be prepared to adjust timelines or plans if tenant safety or habitability is at stake.

This is not legal or financial advice. Laws vary by location.

Helpful resources

• Smoke and Carbon Monoxide Alarm - basic safety devices for units
• Landlord Emergency Contact Poster - clear, visible emergency info
• Tenant Background Screening Service - practical screening option
• Water Leak Sensor - early leak detection for peace of mind