Before colder weather, verify every unit can heat, document filters and thermostat operation, confirm access and tenant contacts, test required alarms, and establish a clear no-heat escalation plan.
Start with an equipment and access inventory
For each property, record the system type, filter size and location, thermostat type, equipment location, access instructions, known repair history, and the person authorized to approve work. Confirm that keys, gate codes, tenant contacts, and pet notes are current before an urgent call.
Complete safe preseason checks
- Run Heat long enough to confirm a full cycle and warm airflow.
- Replace loaded filters with the correct size and record the date.
- Keep supply registers, returns, and accessible outdoor equipment clear.
- Test smoke and carbon monoxide alarms as required and according to their instructions.
- Document unusual noise, odor, cycling, or temperature differences.
Do not have tenants or maintenance staff open combustion or electrical compartments unless they are qualified and authorized. Schedule furnace maintenance for a professional condition and safety check.
Give tenants a clear no-heat protocol
Provide one reporting channel and ask for the thermostat display, indoor temperature, system behavior, and any odor or alarm. Tell occupants to leave and call 911 or the gas utility from outside for a possible gas odor, and to move to fresh air and call 911 for a carbon monoxide alarm. They should not repeatedly reset breakers or relight equipment.
Plan for vacant and turnover properties
Keep utilities active when needed, use a reasonable heating setpoint, verify doors and windows are secured, and arrange documented checks appropriate to the property and lease. Follow local plumbing and utility guidance for freeze protection. Never use an oven, grill, generator, or outdoor combustion appliance for indoor heat.
Make repair decisions easier with records
Track the complaint, arrival condition, diagnosis, work approved, and completed repair by unit. A recurring history helps distinguish an isolated issue from equipment that warrants a broader replacement evaluation. For an active failure, request heating repair; use urgent HVAC service when falling temperatures create immediate occupant or property risk.
Frequently asked questions
What information should a landlord collect for a no-heat call?
Collect the property and unit, tenant contact, access details, thermostat display and setpoint, indoor temperature, system behavior, any odor or alarm, equipment location, and authorization contact.
Should a tenant reset a tripped furnace breaker?
A clearly labeled breaker may be reset once only if there are no signs of gas, smoke, scorching, or electrical damage. If it trips again, leave it off and arrange professional service.
Need clear heating answers for your property?
Tell Wright Choice what the system is doing and request an evaluation in Abilene or a nearby Big Country community.