Top 10 Property Maintenance Metrics to Stay Ahead in 2025

07/28/2025 |

Property maintenance costs now consume 1–3% of a property’s value every year, $5,000–$15,000 for a $500K asset. Yet, in 2025, industry leaders leverage data-driven maintenance, not guesswork. Ignoring the right metrics can result in 20–40% higher costs, 50% more tenant turnover, and a decline in your property’s value. Metrics are no longer optional; they are your shield against shrinking margins and dissatisfied tenants.

The Business Value of Maintenance Metrics

  • Predictive maintenance yields up to 10x ROI and reduces annual costs by 25–30%.
  • Properties with data-driven service achieve longer tenant stays and higher rents.
  • Documented, systematic maintenance reduces insurance premiums up to 20%.
  • Outperforming benchmarks cements your reputation and attracts owners and residents.

The Top 10 Maintenance Metrics (with Benchmarks & How-To)

top property maintenance metrics

Metric Insights & Action Steps

1. Request Response Time

  • What: Time from tenant request to acknowledgement.
  • Why: Builds trust, curbs tenant frustration.
  • Action: Enable instant online request logs, SMS/email confirmations, and auto-routing.
    Learn about tenant communication tech:
    Smart Solutions for Efficient Tenant Communication

2. Work Order Completion Rate

  • What: % of maintenance jobs completed within service time goals.
  • Why: Missed targets fuel backlog and dissatisfaction.
  • Action: Integrate automated workflows and mobile apps to eliminate manual bottlenecks.

3. Planned vs. Reactive Maintenance Ratio

  • What: Share of scheduled vs. last-minute repairs.
  • Why: High planned rates boost profitability; reactive = expensive.
  • Action: Schedule recurring checks, use sensor data for alerts, analyze your ratio each quarter.
    See more: Benefits of Automation in Property Management

4. First-Time Fix Rate

  • What: % of jobs resolved at first visit.
  • Why: High rates save time, build tenant trust, and save money.
  • Action: Utilizing tech checklists, inventory-on-hand, and AR-based troubleshooting can improve this metric.

5. Maintenance Cost Per Unit

  • What: Total annual maintenance ÷ number of units.
  • Why: Reveals efficiency, possible overspending, or neglect.
  • Action: Track all costs per category, leverage bulk purchases, and use detailed reporting software.

6. Equipment Downtime (MTBF)

  • What: Hours of equipment operation between failures.
  • Why: Longer = better reliability; short intervals signal looming costs.
  • Action: Monitor with IoT, schedule replacements, target root causes of frequent failures.

7. Tenant Satisfaction with Maintenance

  • What: Feedback after each job, overall satisfaction rate.
  • Why: Directly drives renewals, reviews, and referrals.
  • Action: Automate surveys, incentivize 5-star service, analyze complaints weekly.
    How to survey tenants: Tenant Satisfaction Survey Guide

8. Maintenance-Related Vacancy Days

  • What: The Days a unit sits empty due to repairs.
  • Why: Each day vacant is lost revenue.
  • Action: Parallelize vendor work, pre-order key parts, review move-out processes.
    Checklist here: The Ultimate Move-Out Procedures Checklist

9. Vendor Performance Metrics

  • What: On-time, on-budget delivery rate; % work needing re-dos.
  • Why: Bad vendors drive delays and costs.
  • Action: Use scorecards, require digital status updates, review performance quarterly.

10. Preventive Maintenance Compliance

  • What: % of planned preventive work completed on time.
  • Why: High rates mean lower emergencies—each $1 here saves $5 in crisis repairs.
  • Action: Automate schedules and attach compliance logs to each asset.

Why Propertese Is the Metric-Driven Property Management Platform

The modern manager needs to act, not just react. Propertese was built for the future of property performance, giving you the real-time insights, automations, and analytics you need to stay ahead.

How Propertese Supercharges Your Maintenance Operations:

  • All-in-One KPI Dashboard: Track every maintenance metric (response times, costs, compliance, and more) from a unified, customizable dashboard.
    See: Optimize Support and Maintenance Request Management
  • Automated Workflow Engine: Instantly route requests, set preventive schedules, and eliminate missed or delayed work orders with built-in reminders.
  • Smart Scheduling & IoT Integration: Connects seamlessly with sensors and building automation for real-time alerts and predictive maintenance.
    See how AI and data power smarter management: How Generative AI Is Helpful for Property Management Software
  • Vendor & Team Management: Score vendors, automate benchmarking, and empower your team with role-based mobile access to every work order.
  • Tenant-Focused Feedback Loops: Launch maintenance satisfaction surveys post-service, spot trends, and proactively resolve issues before they cost you.

Results property managers achieve with Propertese:

  • 29% reduction in annual maintenance costs
  • 18% faster average response times
  • 17% higher tenant satisfaction scores

Next Steps: Turn Insights into Action, and Action into Results

  • Start with three KPIs: request response time, completion rate, and maintenance cost per unit.
  • Audit your workflows—are you using automation and analytics to their full potential?
  • Benchmark against industry leaders quarterly.
  • Want to trial our Property Maintenance Metrics Tracker? Book a free product tour today or watch our quick video reel to see how it transforms your maintenance operations in real time.