Skip to content Sitemap

Equipment Failure Checklist

To submit a non-emergent work order request, please access your tenant portal and initiate a work order. The request will go to For a PDF copy of this checklist, please click here.

Experiencing Problems?

If you are experiencing difficulties with the systems or equipment in your home, this checklist may assist you in resolving the problem as quickly as possible to minimize inconvenience. It is our goal to resolve the problem as quickly and economically as possible.

Thank you for taking the time to go through the troubleshooting checklist, as this often resolves the problems quickly and also helps prevent unnecessary service call expenses and deductible charges. Our property management staff will be glad to assist you with any of these issues… just call or email, but please do not call a repairman yourself. Some systems are under warranty and only authorized warranty repair contractors can make the repairs. Also, our authorized vendors meet specific insurance and license requirements and agree to strict performance standards, price schedules and ethical practices.

Electrical Power Loss

If you lose power only to certain areas in-house, air conditioner or major appliance there are three circuit breaker types to check and see if they have been tripped. (#1) The exterior breaker panel usually located outside near the power meter typically has 4-6 large breakers 40-60 amps each. (#2) The interior circuit breaker panel, which often has specific rooms or appliance breakers marked. If kitchen, bath and laundry areas are affected, it could be a ground fault breaker in the interior power panel or (#3) an individual in-line GFI outlet which may feed other outlets in the home. If one is tripped, simply turn it off, then on to reset it. If all power is lost in residence, call the power company to determine whether or not the power loss is widespread or isolated to your property.

Air conditioning

If your air conditioning system is not cooling, determine the following:
(a) Is the condenser unit (outside the home) running?
(b) Is the air handler (inside the home) operating – air is flowing from the vents?

  1. If all components are running, but the system is not cooling, the condenser coils could be covered with ice, restricting air flow. Try this:
    • Step 1: Turn the unit off and check the air filter on the air handler unit. If it is excessively dirty, replace (if it’s a disposable filter) or vacuum a permanent filter. Airflow restriction is a common cause of frozen coils.
    • Step 2: With the system in OFF position (not on HEAT or COOL), place the fan in the ON position for approximately 2 hours. As the ice melts, airflow through the vents may begin to improve. Of course, there may also be excessive drainage from the air handler as the ice melts so please watch this carefully. After two hours, turn to thermostat to COOL and the fan to AUTO. If the unit is cooling, but the filter was not dirty, it could also be an indication of low refrigerant levels caused by a leak. If the problem is not resolved after the above steps, contact the property management staff.
  2. If either the condenser or air handler are not operating, Check as many as four (4) possible circuit breakers:
    • Step #1: The main breaker is often located in the main exterior breaker panel located on the side of your home where the power lines attach. The box often contains 2-6 large (40-60 AMP) breakers. If you are unsure as to whether or not the breaker is tripped, turn each one off completely, wait a few seconds and reset (one at a time).
    • Step #2: The second possible breaker for the condenser unit may be located just above the outside compressor condenser unit and is often located in a small breaker box of its own. Sometimes this box has a disconnect which a repairmen will pull out while working on the condenser.
    • Step #3: The third circuit breaker may be located in the interior breaker panel, and most often controls the interior air handler (typically 20 AMPS).
    •  Step 4: The 4th possible breaker could be located in a closet near the air handler unit, or a wall switch may have been installed in the closet as well as a convenience for repairman – if so make sure this was not accidentally turned off.

Reset all thermostat settings. (Water-to-air heat pump systems: Check to be sure that the unit is pumping and discharging water. If there is no discharge, either the well pump or the intake control valve may have failed. See the information on well-pumps below.)

Consider the effect of extreme conditions:

Most units are designed to cool the home to a temperature 15-20 degrees below the exterior temperature.

Heating Systems:

If your system is a gas central heating system, and is not operating:

  • STEP 1: Turn off the system and check the interior (air handler / furnace unit) to see if the pilot light is still burning.
  • STEP 2: Check thermostat to see if it is properly set.
  • STEP 3: Check any interior circuit breakers that operate the fan system.
  • STEP 4: Before calling, please determine:
    • Is the interior blower unit operating?
    • Is air flowing from the vents?
    • When the system is turned on, does the furnace ignite?

If there is a problem with the pilot light or electronic ignition, contact the property management department.

Electric Hot Water Heater Not Working: Most hot water heaters have two heating elements with separate thermostats. One is located in the upper panel and one in the bottom. They need to be set at the same temp. It is not likely that both elements would fail simultaneously. If the system is providing no hot water at all, check two possible circuit breakers. The main breaker is sometimes located in the exterior breaker panel located on the side of your home where the power lines attach. The box often contains 3-6 large breakers. If you are unsure as to whether or not the breaker is tripped, turn each one off, wait a few seconds and reset (one at a time). The other breaker may be located in the interior breaker panel, and could be labeled. Before you go in to the panel on the heater be sure power is off at main breaker. There is often a reset button behind the top panel located on the hot water heater. This is a 3rd option to try. Other reasons for slow heating of water may include the thermostat is adjusted too low (remember there may be 2 thermostats), or the unit could be on a timer that requires adjustment. Failing these things, it’s possible one of the heating elements may be burned out.

Gas Hot Water Heater Not Working

  • Is the pilot light still burning?
  • Check thermostat to see if it is properly set.
  • If the pilot is not lit and there is no electronic ignition, please follow instructions carefully or ask the property management staff to contact the gas company or appliance repairman for assistance in re-lighting the pilot. (unless the unit has an electric pilot system).


If the machine is not working at all:

  • Check the circuit breaker.
  • Be sure that the door is latching properly. If the machine is operating, but not cleaning properly, be sure all moving parts can rotate freely and verify that the hot water source valve is open all the way (usually located under the sink).

Plumbing Problems

Toilets: Clogs: Often, a plunger will take care of most clogs. If necessary a plumber can be deployed subject to any deductible charges in the lease.

Toilet Continually Running: When the commode flapper fails causing commode to run continuously, it is to the tenant’s advantage to replace this part. A flapper kit with installation instructions is sold at most hardware stores at a cost of $3- $10.00, which is under the typical tenant deductible charge referred to in your Lease Agreement. If assistance is needed, to replace the flapper valve in the tank, please call for the property maintenance specialist at our office.

Washing Machine Drain: If the drain line is backed up, please call our maintenance staff and do not run the machine until the problem has been resolved by a plumber

Dishwasher Backing Up: Be sure that the sink drains are clear (disposal has been run) before using the dishwasher. Also, check the drain area inside the dishwasher, inspect for food debris that may be clogging the drain screen.

Garbage Disposal:

  • If the disposal does not run at all, press the reset button located at the base of the unit and try running disposal again.
  • If a solid object is lodged in the disposal, BE CERTAIN that the power is off before attempting to remove anything from the unit.