Preventive Maintenance in Tourist Housing: Calendar, Costs, and What to Check Each Month

A breakdown during peak season can cost you 500 euros for urgent repairs and a 2-star review that will follow you for months. And the worst part: it could almost always have been avoided with 20 minutes of review per month. In this post, I explain how to set up a real preventive maintenance plan for your tourist accommodation, with a calendar, costs, and a mentally downloadable checklist.

It's not glamorous. No one talks about this in Facebook groups. But it's what separates property owners who make money from those who spend the year putting out fires.

Why Preventive Maintenance Matters (More Than You Think)

A real case: owner in Málaga, a 2-bedroom apartment. In August, the air conditioner breaks down on a Friday at 8:00 PM. Emergency technician: 180 euros for the visit. Replacement part: 320 euros. Compensation to guest for 2 nights without air conditioning: 200 euros. 3-star review mentioning "broken air". Total: about 700 euros and months of affected bookings.

What happened? The air filters hadn't been cleaned for 3 years. The compressor overheated and died.

This happens constantly. And the solution costs 15 euros for cleaning spray and 30 minutes a year.

Preventive maintenance is not an expense. It's the cheapest insurance you're going to buy in your life.

How Much You Really Save

According to data from property owners who manage well:

Concept	Without Maintenance	With Maintenance
Urgent breakdowns per year	4-6	0-1
Average cost per urgent breakdown	200-400 euros	80-150 euros
Nights lost due to incidents	5-10 per year	0-2 per year
Affected reviews	3-5 per year	0-1 per year
Estimated annual expense	1,200-2,400 euros	300-500 euros

The difference is between 900 and 2,000 euros per year. And we're only talking about money, not stress.

The Maintenance Calendar That Works

I divide it into three blocks: monthly, quarterly, and yearly. If you're consistent with the monthly checks, the rest almost takes care of itself.

Monthly Review (20-30 minutes)

This is done by you or your cleaning team each month. Ideally coinciding with a long check-out (if you have one).

• Air conditioning filters: remove, vacuum, wash with warm water. It's the most important thing you can do.
• Siphons and drains: hot water with vinegar or caustic soda in sinks, washbasins, and shower. Prevent clogs.
• Bathroom silicone: look for mold or black spots. If they appear, apply anti-mold before it spreads. See more about this in the moisture and mold post.
• Batteries and batteries: remote control, smart lock if you have one, smoke detectors. Replace before they fail.
• Burned-out bulbs: check all. Yes, all. Keep stock at home.
• Water pressure: turn on taps and shower, check flow. If it drops suddenly, there's an issue.
• Sockets and outlets: check if any are loose or burnt. Real fire hazard.

Quarterly Review (1-2 hours)

Every 3 months, check things that are not visible but fail if not inspected.

• Boiler or water heater: bleed if it's a gas boiler, check anode if it's an electric water heater. See this post for more details.
• Blinds and curtains: check mechanisms, cords, and motors.
• Faucets and single-lever mixers: look for leaks. A leaking faucet costs 20-30 euros per month in water.
• Toilet tanks: check if the float works properly and isn't constantly passing water.
• Appliances: clean dishwasher rubber, washing machine filter, refrigerator condenser (back part).
• WiFi router: restart, update firmware if needed. More details in the WiFi in tourist housing post.
• Locks: lubricate with graphite (not oil, as it attracts dust).
• Bathroom and kitchen extractor fans: clean grilles and grease filters.

Annual Review (half a day)

Once a year, check everything major. Ideally during low season, when you can close for 2-3 days without losing much money.

• Official gas inspection (if applicable): every 5 years mandatory, but I recommend every 2. Cost: 80-120 euros.
• Professional air conditioning cleaning: 60-100 euros per unit. Includes interior chemical cleaning.
• Electrical inspection: check differential, circuit breakers, grounding. An electrician for 1 hour, 80 euros.
• Complete bathroom silicone: remove old, apply new every 2-3 years. 30 euros for materials.
• Touch-up painting: walls with marks, scratches, corners. A can and a roller.
• Mattresses: rotate, vacuum, inspect. More info in this post.
• Motorized blinds: lubricate guides, check motors.
• Downspouts and communal drains: even if part of a community, check yours are working well.
• Fire extinguisher: if you have one (some communities require it), annual mandatory inspection.

How Much Preventive Maintenance Costs Per Year

Depends on size and whether you do it yourself or subcontract. Realistic numbers for a 60-80 m2 apartment:

Concept	Annual Cost
Materials (silicones, filters, bulbs, batteries)	80-120 euros
Professional air conditioning cleaning	60-100 euros
Annual electrical inspection	80-100 euros
Gas inspection (annual prorated)	20-30 euros
Small preventive repairs	100-150 euros
Total	340-500 euros

If you do everything yourself, you'll save labor costs but spend time. If you hire a trusted local for monthly reviews, budget 30-50 euros per month.

Common Mistakes I See

• Waiting for something to break: the classic. Very expensive.
• Not having spare parts stock: bulbs, batteries, air filters. Keep them at home.
• Not noting when each task was done: you get the boiler review and don't know if it was 1 or 5 years ago.
• Relying only on the cleaner: she cleans, but doesn't inspect. That's another job.
• Not testing what you fix: leave the air fixed and don't turn it on for 30 minutes. When the guest arrives, it doesn't work.

How to Organize It Without Going Crazy

There are three ways to manage it, depending on how many properties you have and how much time you want to dedicate.

Option 1: Simple Spreadsheet

An Excel or Google Sheets with tasks, last review date, and next scheduled review. Free, works, but requires discipline.

Option 2: Task Management App

Todoist, Notion, TickTick. Set recurring tasks with reminders. I use this for my properties. Costs 0-4 euros per month.

Option 3: Specialized Software

If you have many properties (5 or more), there are software like Breezeway or Properly designed for this. Cost: from 20 euros per month per property. Only worth it if managing a large volume. More on this in the managing multiple properties post.

The Checklist I Use (Copy It)

Every month, after the longest check-out of the month:

1. Air conditioning filters (vacuum and wash)
2. Drains with hot water and vinegar
3. Check bathroom silicone (mold)
4. Change batteries if needed
5. Replenish burned-out bulbs
6. Test all taps and toilets
7. Check router (restart)
8. Check locks (smooth operation)
9. Note any unusual issues for later review

With just this, you prevent 80% of silly breakdowns.

How Autoregistro Fits In

While you handle serious maintenance (where you really risk your money), the paperwork for registering guests in SES Hospedajes should be something automatic that doesn't take your time.

Autoregistro costs 1 euro per month per property (less than a coffee). Your guests fill out a web form with their details and ID, and all that information is sent automatically to SES Hospedajes. You do nothing.

This allows you to focus on what really matters: making sure the air works, WiFi is good, and there are no humidity issues. That's where reviews are won (or lost).

Frequently Asked Questions

Can I delegate maintenance to my cleaning company?

Some tasks yes (checking bulbs, basic filters), but not all. The cleaner cleans, but often doesn't have technical training. The ideal is a clear agreement: she reports any unusual issues and you or a technician handle the specific checks.

Is it worth hiring a maintenance insurance like those from electric companies?

Generally not. They cost 10-15 euros per month and have very limited coverage. It's usually cheaper to pay for individual repairs if you do good preventive maintenance. But check the fine print of your apartment insurance, some include basic assistance.

How often should I thoroughly clean the air conditioning?

Filters: once a month (yourself, 5 minutes per unit). Professional chemical cleaning: once a year, preferably before summer. If the air hasn't been deeply cleaned in 3 or more years, it's at the end of its life.

What repairs are most expensive if not prevented?

In order: gas boiler (400-800 euros to replace), air conditioning (300-600 euros for the compressor), pool water pump (200-400 euros), and humidity from undetected leaks (can reach thousands). All preventable with periodic inspections.

Is any type of maintenance legally mandatory?

Yes. Gas installation inspection every 5 years (mandatory), electrical inspection every 10 years for homes over 25 years old (electrical ITE in some communities), and in some autonomous communities, fire extinguisher and smoke detector inspections annually. Check the technical requirements of your community.