What is an HOA maintenance schedule?
An HOA maintenance schedule is a calendar of the recurring work that keeps the community in good shape: landscaping, pool service, inspections, cleaning, and minor repairs.
Regular maintenance is cheaper than emergency repairs and helps components reach their full useful life, which keeps reserve costs down.
What to include
- Each recurring task
- The area or component
- How often and in which months
- Who is responsible and which vendor
- Estimated yearly cost
- When it was last done and is next due
Template preview
Fill in the [highlighted] fields| Task | Area | Frequency | Month(s) | Responsible | Vendor | Est. yearly cost | Last done | Next due | Notes |
|---|---|---|---|---|---|---|---|---|---|
| Landscaping & mowing | Common areas | Weekly | Mar–Nov | Landscaper | [Vendor name] | $18,000 | [Date] | [Date] | |
| Tree trimming | Common areas | Yearly | Jan | Arborist | [Vendor name] | $3,500 | [Date] | [Date] | |
| Irrigation inspection | Common areas | Quarterly | Mar, Jun, Sep, Dec | Landscaper | [Vendor name] | $800 | [Date] | [Date] | |
| Pool cleaning & chemicals | Pool | Weekly | May–Sep | Pool company | [Vendor name] | $4,800 | [Date] | [Date] | |
| Pool equipment service | Pool | Yearly | Apr | Pool company | [Vendor name] | $900 | [Date] | [Date] | |
| Clubhouse HVAC service | Clubhouse | Twice yearly | Apr, Oct | HVAC contractor | [Vendor name] | $600 | [Date] | [Date] | |
| Gutter cleaning | Clubhouse | Twice yearly | May, Nov | Handyman | [Vendor name] | $400 | [Date] | [Date] | |
| Roof inspection | Clubhouse | Yearly | Mar | Roofer | [Vendor name] | $300 | [Date] | [Date] | |
| Pressure washing (walks, signs) | Common areas | Yearly | Apr | Vendor | [Vendor name] | $1,500 | [Date] | [Date] | |
| Asphalt crack seal | Roads & parking | Every 2–3 years | Jun | Paving contractor | [Vendor name] | $2,500 | [Date] | [Date] | |
| Street & landscape lighting check | Common areas | Quarterly | Jan, Apr, Jul, Oct | Electrician | [Vendor name] | $400 | [Date] | [Date] | |
| Fire extinguisher inspection | Clubhouse | Yearly | Jan | Fire safety vendor | [Vendor name] | $150 | [Date] | [Date] | |
| Playground safety inspection | Playground | Yearly | Mar | Inspector | [Vendor name] | $250 | [Date] | [Date] | |
| Gate & access system service | Entry | Yearly | Feb | Access vendor | [Vendor name] | $600 | [Date] | [Date] | |
| Backflow testing | Irrigation | Yearly | Apr | Plumber | [Vendor name] | $200 | [Date] | [Date] | |
| Total estimated yearly cost | $34,900 |
Tips for using this template
Add maintenance for every component in your reserve study.
Give each task a responsible person or committee so nothing slips.
Use the total yearly cost when drafting next year’s budget.
Frequently asked questions
What is included in HOA maintenance?
Usually common-area landscaping, pools and amenities, roads, lighting, buildings the association owns, and inspections. Your CC&Rs define what the HOA maintains versus owners.
How is a maintenance schedule different from a reserve study?
A maintenance schedule covers routine, recurring upkeep paid from the operating budget. A reserve study covers major replacements paid from reserves.
Does this work in Google Sheets?
Yes. Upload the .xlsx file to Google Drive and open it with Google Sheets.