Vacant Property Maintenance During Probate
A vacant property deteriorates fast. Without active care, water damage happens in weeks, pest infestations in months, and structural issues compound within a year. As executor, you're legally responsible for maintaining the property while probate proceeds. Neglect costs money and you're liable for the loss.
This checklist covers what you need to do to keep a vacant property secure and maintained during probate.
Pre-Vacancy Setup (Week 1)
Before the property sits empty:
Insurance:
- Contact the insurer immediately
- Confirm the property's insured during vacancy
- Verify vacant property cover is in place (standard policies often exclude properties vacant over 30 days)
- Update the policy to name you as the insured (executor/trustee)
- Ask about the premium for vacant cover
Security:
- Change or re-key locks
- Install motion-sensor lights if needed
- Arrange alarm system or increase security if appropriate
- Notify local police of the vacancy (some councils have registers)
Utilities:
- Keep electricity on (climate control, security alarms)
- Keep gas on only if needed; if not, arrange safe disconnection
- Keep water on (frozen pipes cause major damage in winter; leaks are easier to detect)
- Arrange mail collection or hold mail at post office
Access:
- Remove personal items you don't want in the property
- Arrange spare keys with your solicitor or a trusted person
- Document where all keys are kept
Monthly Maintenance Checklist
Exterior inspection (once per month):
- Walk around the property, photograph condition
- Check roof for loose tiles or damage
- Check gutters and downpipes for debris or damage
- Look for broken windows or doors
- Check foundation for cracks or water damage signs
- Inspect fencing or gates for damage
Lawn and garden:
- Mow lawn monthly (overgrown properties attract pests and squatters)
- Trim hedges and shrubs (prevent pest habitats)
- Remove fallen branches
- Keep gutters clear of leaves
- Remove dead trees or large branches that could fail
Pool (if applicable):
- Check water level (low water stresses pumps)
- Maintain chemical balance
- Clean filters monthly
- Address algae immediately (happens quickly in neglected pools)
Interior inspection (once per month):
- Walk through each room
- Check for signs of water damage, pests, or mould
- Verify windows and doors are secure
- Check electrical switches and outlets for damage
- Look for signs of forced entry or squatting
Pest control:
- Arrange quarterly pest control treatments (cockroaches, ants, spiders)
- Look for droppings, nests, or damage
- Treat minor infestations immediately before they escalate
Electrical and plumbing:
- Check that lights and switches still work
- Listen for dripping water (leaks)
- Look for water stains on ceilings or walls
- Check under sinks for leaks
Quarterly Tasks
- Deep clean the property (or hire cleaners)
- Test all electrical outlets and switches
- Check heating/cooling systems (run for 30 minutes to verify operation)
- Inspect attic or roof space for leaks or pests
- Check internal walls for cracks or water damage
- Arrange professional pest control treatment
Annual Tasks
- Arrange a full property inspection by a building inspector (documents condition for next year)
- Service air conditioning and heating systems
- Inspect roof professionally (ladder work or drone inspection)
- Check plumbing fixtures for corrosion or damage
- Verify insurance is adequate and up-to-date
When to Call Specialists
Call a plumber if:
- Water stains appear on ceilings or walls
- You hear dripping or running water
- Pipes show corrosion or damage
- Toilets won't flush or fill
- You smell odours suggesting a blockage
Call an electrician if:
- Outlets or switches aren't working
- You smell burning plastic or see scorch marks
- Circuit breaker trips repeatedly
- Lights flicker or dim unexpectedly
Call a pest control specialist if:
- You see droppings or dead insects
- You hear sounds (scratching, rustling) in walls
- You smell odours suggesting pest activity
- You find nests or damage
Call a roof specialist if:
- You see water stains inside
- Tiles or shingles are loose or missing
- You see daylight through the roof
- Gutters are sagging or pulling away
Call a tree specialist if:
- Dead branches hang over the roof
- Trees are growing into the roof line
- Tree roots are visibly damaging foundation or paths
Documentation and Records
Keep a maintenance log:
- Date of each inspection
- Photos from each visit
- Issues found and when resolved
- Maintenance provider contact details and invoices
- Insurance details and policy renewals
This documentation proves you've acted responsibly if questions arise later. It protects you legally and helps the next person (real estate agent or new owner) understand the property's history.
Common Mistakes
Mistake 1: Assuming the property's fine because nobody's complained. Properties deteriorate silently. Water damage, pest infestations, and mould happen without obvious signs. Monthly inspections catch problems early.
Mistake 2: Deferring repairs because "it can wait until the property sells." Small repairs become big problems. A roof leak becomes water damage becomes structural damage. Fix issues immediately.
Mistake 3: Letting lawn and garden go. Overgrown properties attract pests, squatters, and vandalism. They look neglected and sell for less. Maintain basic lawn care.
Mistake 4: Assuming the existing insurance covers everything. It often doesn't. Vacant property cover has conditions and exclusions. Verify explicitly with the insurer.
Mistake 5: Not keeping records. Without documentation of inspections and maintenance, you can't prove you acted responsibly if the property deteriorates or is damaged.
Frequently Asked Questions
How often should I inspect the property?
Monthly minimum. More often (fortnightly or weekly) if the property's in poor condition or if there've been recent issues.
What if I live far away and can't visit monthly?
Hire a local property manager or caretaker to do inspections on your behalf. Cost: $200-$400/month typically. Worth it for peace of mind and proper documentation.
What if something major breaks (roof, plumbing)?
Get it fixed immediately. Use the insurance claim process if it's covered. Delaying turns minor repairs into major damage.
Who pays for maintenance while probate proceeds?
The estate. Maintenance costs are a legitimate estate expense, deducted before distribution to beneficiaries.
Can beneficiaries use the property while it's vacant?
Only with your explicit permission. Liability and insurance issues arise if they're injured or cause damage. Restrict access to essential visits only.
Bottom Line
Vacant property maintenance is part of your executor responsibility. Monthly inspections, basic lawn care, pest control, and prompt repairs keep the property secure and protect its value. Neglect costs money and you're liable for the loss.
Keep detailed records of all inspections and maintenance. Document everything. This protects you if questions arise later about how you managed the property.
If the property's far away, complex, or deteriorating, hire a property manager to handle inspections and coordination. Cost $200-$500/month usually. Worth it compared to the cost of repair or litigation. The companion piece on deceased estate insurance in NSW covers the cover side this maintenance work protects, and executor property responsibilities in NSW sets out the broader legal duties this fits into.
I manage probate property management and handle inspections, maintenance coordination, and documentation. Get in touch for a no-obligation conversation. Phone 0428 613 163 or email info@aegispropertyconsultants.com.au.
