Air Conditioning Maintenance in California: Tenant or Owner Responsibility?

In the sweltering heat of Southern California, rental property air conditioning maintenance is not just a matter of comfort—it's a critical issue of habitability and resident satisfaction.

While there may be debate over who should bear the legal responsibility for maintaining these systems in rental properties, there are compelling reasons why landlords should take the lead. For owners, not only is it a matter of resident satisfaction and retention, but it is also a consideration around property preservation and, ultimately, keeping down expensive air conditioning unit replacement costs.

In this article, we’ll look at the legal, financial, and practical benefits of landlords maintaining air conditioning units, ensuring their properties remain safe and comfortable.  At the same time, we’ll identify the importance of resident responsibility around basic maintenance tasks such as regular filter changes.

1. Legal Obligation for Habitability: In California, landlords are legally required to provide and maintain a habitable living environment. In regions like Southern California, where temperatures can soar, functional air conditioning systems are essential to ensure the property remains habitable. Failure to maintain these systems could lead to violations of Fair Housing standards, exposing landlords to legal risks.
2. Resident Satisfaction and Retention: A well-maintained cooling system significantly contributes to resident comfort, especially in Southern California's hot climate. When landlords take responsibility for maintenance, it fosters good resident relations, leading to higher satisfaction, fewer complaints, and longer tenancy, which reduces turnover.
3. Preservation of Property Value: Regular cooling system maintenance helps preserve the property’s value by preventing damage caused by overheating, water intrusion from plugged lines, mold, or other issues that can arise from poorly maintained AC systems. Landlords who invest in regular upkeep protect their long-term investment and avoid costly repairs or replacements down the line.
4. Energy Efficiency and Cost Savings: Proper cooling system maintenance ensures AC units operate efficiently, reducing energy consumption and lowering utility bills. While all residents in Management One properties pay utility bills, an energy-efficient system can be a selling point for prospective residents and reflects positively on the property’s overall management.
5. Liability and Risk Management: If a cooling system fails due to lack of maintenance and results in property damage or health issues for residents, landlords could be liable for negligence. Landlords mitigate these risks by assuming responsibility for maintenance and avoiding potential legal disputes and insurance claims.

Management One’s Approach to AC Maintenance

Ten years ago, we implemented a policy that during vacancies properties under went a heating and cooling system tune-up. The vendor services the whole system, including changing out the AC filters. We’ve found this policy has paid great dividends for landlords and residents alike. Before making this change, 8 out of 10 residents would move in, and there would be an issue with the AC or heater. There is nothing more disheartening than moving into a new home in the middle of summer and finding out the AC unit isn’t working correctly. Ensuring property habitability and a new resident’s comfort goes a long way in establishing trust and long-term harmony.

Owners’ AC Maintenance Responsibilities

Effective September 1, 2024, Management One implemented a new program to help ensure the longevity of heating and cooling systems. Once a year, during the annual inspection, we will have the AC and heating system tuned up, and the AC filter changed. This tune-up includes cleaning and servicing the inside and outside units. The basic cost to the landlord is $110, with any required repairs beyond the tune-up, at an additional cost.  This provides our owners the peace of mind that comes with knowing the ongoing status of their property’s cooling system and the ability to plan for future replacement costs.

Residents’ AC Maintenance Responsibilities

You might be asking yourself doesn’t the resident have any responsibility for helping to maintain the AC units and their comfort? The answer is, yes, they do! Their lease agreement requires them to change the AC filter every 90 days. Having a professional company service the system annually and giving it a once-over benefits landlords. We can prevent a burnt-up compressor from a dirty filter or loss of all the freon due to a leak. The inspector will also report to us if the resident has kept up with filter changes. If they haven’t the resident will be fined $100 for a first violation and $200 the second time.  They will also be subject to their lease not being renewed.

In conclusion, it’s to their own benefit that landlords be responsible for maintaining air conditioning systems in Southern California rental properties. By ensuring these systems are adequately maintained, landlords fulfill their legal obligations around habitability, enhance resident satisfaction, and reduce the risks associated with system failures, protecting their property investments. Ultimately, proactive maintenance of cooling units is a wise and necessary practice that benefits both landlords and residents, fostering a positive rental experience and ensuring the property's long-term success.

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