Even in a well-maintained property, faults sooner or later arise: a leaky faucet, a faulty washing machine, or a heating problem. In practice, the biggest emotional outcry isn't the fault itself, but the question: who should pay for it—the owner or the tenant?
Not every failure means the same
It's worth starting by separating three situations that are often lumped together in everyday conversations. This is a mistake, because responsibility for costs depends on this division.
- Wear and tear – something stops working because it has been used for years.
- Minor routine repair – an item requires replacement or adjustment during normal use.
- Damage caused by the tenant – breakdown or destruction resulting from improper use of the premises or negligence.
For example, a worn-out sink faucet after several years of use is usually the landlord's responsibility. However, a cracked shower glass caused by a hard object may be a liability for the tenant. It's crucial to determine the cause, not just the effect.
The most common breakdowns in a rental apartment
1. Leaking faucet, flush and minor plumbing issues
It's a classic rental phenomenon. Dripping faucets, leaky cisterns, clogged drains, or loose siphons are common occurrences, even in well-maintained apartments. In practice, liability depends on the scale of the problem. If we're talking about normal wear and tear, the landlord usually bears the repair cost. However, if the drain is clogged due to improper use, for example, by flushing items down the toilet, the cost may be charged to the tenant.
2. Washing machine, refrigerator or oven failure
If an apartment is offered as a fully furnished rental , household appliances become standard. This means the landlord is responsible for their technical condition if the failure is due to wear and tear or a defect. The situation is different if damage is caused by improper use. Overloading the washing machine, failing to clean the filters despite instructions, or damaging refrigerator shelves due to user error can all constitute grounds for charging the tenant. When furnishing a property, it's worth considering the standard of furnishings. We discuss this topic in more detail in the post "Furnished Rentals – Is It Worth It? "
3. Problems with heating and hot water
These are emergencies that require a quick response. A faulty furnace, lack of hot water, or air-locked radiators directly impact the ability to use the apartment normally. In most cases, the cost of repairing such defects is borne by the landlord, as they affect the basic functionality of the unit and its installations. An exception may be situations where the tenant ignored the operating instructions or failed to report the problem promptly, resulting in damage through negligence or improper use.
4. Electrical faults
A blown socket, a faulty fuse, a broken light, or a problem with an induction cooktop—these are all situations that need to be handled with caution. Electrical installations are not the domain of amateur repair. If the cause is wear and tear, faulty fixtures, or a faulty appliance, the cost is usually borne by the landlord. However, if the damage was caused by overloading the installation due to improper use, liability may vary.
5. Damage to walls, doors and floors
This is an area where disputes are most likely to arise. Normal signs of wear and tear are different from actual damage. Slight wall abrasions or minor furniture marks are usually within the bounds of normal wear and tear. But loose hinges, scratched panels, or flooded floors are a different story. In such cases, documentation of the apartment's condition upon handover and acceptance is crucial. The more detailed the handover and acceptance report , the less room for guesswork after the lease ends. To learn how to properly document key collection, check out: Handover and Acceptance Report Without Disputes with the Tenant .
6. Clogged drains and blocked sewers
This is one of the most common "everyday" problems. Hair in the shower drain, grease in the sink, or food residue in the pipes are usually a result of daily use. If the problem is caused by daily use, the tenant is usually responsible for the unblocking costs. However, if the cause is a faulty installation, an old riser, or a technical problem beyond the tenant's control, the liability shifts to the landlord or the community.
Who Pays? The Most Practical Rule
A simple rule works well in day-to-day property management: the owner is responsible for the overall condition of the apartment, and the tenant is responsible for any damage resulting from ongoing use (maintenance issues) and improper use . It sounds simple, but the devil is in the details. Therefore, it's worth analyzing every situation through three questions:
- Is the failure due to natural wear and tear?
- Did the tenant use the premises properly?
- Was the problem reported immediately or only when it became serious?
- In practice, prompt reporting is crucial. A small leak under the sink can result in a minor repair or a major flooding event, costing many times more. This raises another important question: who was negligent in responding – the tenant or the landlord?
How to reduce breakdowns before renting
The cheapest breakdown is the one that doesn't happen. That's why long-term owners don't wait for the first call from a tenant; they prepare the apartment in advance. It's worth checking, above all:
- condition of faucets, valves and siphons,
- efficiency of household appliances and instructions for use,
- electrical installation and the number of working sockets,
- tightness of windows and doors,
- operation of heating and ventilation,
- safety elements, including smoke and carbon monoxide detectors.
What to do when a failure has already occurred
This proven formula really helps:
Step 1: Secure your apartment
If water is leaking, turn off the valve. If there's a problem with the electricity, don't attempt to dismantle the system yourself. Safety and damage control are our top priorities.
Step 2: Document the problem
Photos, a brief description of the situation, the date of the report, and information about when the failure was noticed – these are details that make a huge difference later. Without documentation, it's easy to dispute whether the damage was sudden or had been developing over time.
Step 3: Determine the cause, not just the cost
An invoice from a repairman alone doesn't answer the question of who pays. First, you need to know if the damage is due to wear and tear, neglect, or misuse.
Step 4: React quickly
Delay increases costs. This is especially important from the owner's perspective, as long downtime, canceled presentations, or the need to suspend rentals can translate into real vacancy. And if you want to calculate the cost of vacant space , it's worth remembering that even a few days' delay after a breakdown can reduce profitability more than the repair itself.
Most problems are not caused by failures, but by a lack of communication.
It may sound surprising, but in practice, most conflicts don't start with a broken washing machine. They start with silence, understatements, or the belief that "the other party should have figured it out." A tenant doesn't report a small leak because they don't have time to deal with it. The landlord postpones the repair, hoping it will "last a while." Then comes more damage, irritation, and a dispute over money. In a well-managed lease, the procedure is clear: report, quick assessment, decision on repairs, and settlement. This is why remote or on-site lease management by an experienced team works so well for landlords who don't want to receive calls at 10:30 PM saying "something's dripping from the ceiling."
It's impossible to create a home where nothing ever breaks down. However, it's possible to create a system that knows what a breakdown is, who's responsible, and how to quickly resolve it . The key principles are simple:
- the owner is responsible for the general condition of the premises and technical wear and tear,
- the tenant is responsible for damage caused by his own fault and ongoing negligence as well as ongoing operation,
- the cost is determined by the cause of the failure,
- documentation and quick reporting save time, money and stress