One of the maintenance questions I’m working through this fall is when to shut down the evaporative coolers.
I don’t want to take cooling away from residents and then have another stretch of warm weather. At the same time, I don’t want to leave water in equipment that needs to be protected before freezing temperatures arrive.
That decision is a good example of what goes into preparing a rental property for winter. Some work can be completed well ahead of the weather. Other tasks require closer attention to the forecast, the equipment, and the people using the building.
A checklist helps organize the work. Deciding when to do it takes a little more judgment.
Choosing the Right Time to Shut Down Cooling
For properties with evaporative coolers, commonly called swamp coolers, I wouldn’t choose a shutdown date based on the calendar alone.
The National Weather Service’s Salt Lake City climate records list October 20 as the average date of the first fall freeze. But those same records show considerable variation, with first freezes occurring as early as September and as late as November. An average is useful for planning; it is not a forecast for a particular property or year. National Weather Service
The question is how long cooling is still likely to be needed and whether there is enough time to complete winterization before freezing conditions arrive. Waiting a little longer may make sense during mild weather, provided someone is watching the forecast and the work can be moved forward when necessary.
Once the decision is made, shutting off the cooler is only part of the job. Manufacturer instructions call for draining the cooler and its water supply line as part of seasonal shutdown. The specific procedure should follow the equipment’s instructions and be handled by the appropriate maintenance staff or contractor. Champion Elite
Residents also deserve advance notice. Knowing when cooling will be unavailable gives them an opportunity to ask questions or report a concern before the work is completed.
Checking the Heating Before It Becomes Urgent
Heating is one area where I would rather find a problem during a scheduled visit than through a call from someone whose apartment is already cold.
ENERGY STAR recommends professional preseason maintenance, with heating equipment checked in the fall. That review includes thermostat settings, system controls, and proper startup and shutdown, along with equipment-specific inspections. Turning on a furnace and feeling warm air is useful, but it is not a substitute for a proper service check. ENERGY STAR
I would also want the technician to know about any previous complaints. A room that struggled to stay warm last winter, a thermostat that behaved inconsistently, or equipment that needed repeated service deserves more attention than a routine filter change.
For commercial space, the review should include operating schedules and whether the controls match the hours the space is being used.
The useful result is a clear record of what was checked, what needs repair, and whether anything requires a follow-up visit. “Heating service scheduled” and “heating service completed” should be separate items.
Paying Attention to Where the Water Goes
Irrigation shutdown is another task that needs to be completed properly. Turning off the controller stops scheduled watering, but winterization also involves shutting off the irrigation supply and removing remaining water using the method appropriate for the system. Utah State University Extension recommends draining the system or having it blown out when necessary. Utah State University Extension
Drainage around the building deserves its own review. Gutters, downspouts, and surface drains need to remain clear so rain and melting snow can move away from the property. FEMA’s winter guidance also emphasizes keeping drainage routes open and directing runoff away from foundations. FEMA
During a fall inspection, I would ask more than whether the gutters have been cleaned. Where does each downspout discharge? Is there an area where water collects near an entrance? Has a tenant reported a leak that still needs to be traced?
A leak that has stopped because the weather is dry still needs an explanation. Before calling it resolved, I would want to understand what was repaired and how the repair will be checked when wet weather returns.
That is especially important when more than one contractor has been involved. Someone needs to remain responsible for following the issue through.
Looking Beyond the Parking Lot When Planning for Snow
For snow removal, I would start by walking the routes people actually use.
That includes the path from a parking stall to an apartment, the entrance a medical-office patient uses, the steps beside a building, and access to trash collection areas. A plan that covers the main parking lot but leaves those connections unclear needs more work.
The arrangement with the snow-removal provider should identify who handles those areas, where snow will be placed, and who checks conditions between storms.
Refreezing deserves particular attention. Snow that melts during the day can freeze again after temperatures fall, creating icy conditions on sidewalks and other paved surfaces even after the snowfall has ended. FEMA
For that reason, I would treat snow removal and follow-up ice checks as related but separate responsibilities. Both need an assigned person or contractor.
We’ve worked with Simons Property Maintenance on landscaping at our properties for many years and are happy to recommend them. They also offer snow-removal services, so they’re worth contacting to discuss winter availability and your property’s needs, including parking areas, sidewalks, entrances, and ice management.
Giving Residents and Tenants Useful Information
A seasonal notice should answer the questions someone living or working at the property is likely to have.
When is the cooling being shut down? Will maintenance need access? Does anything need to be moved? How should a heating problem or an icy walkway be reported?
I would rather send a short notice with those details than a long reminder to “prepare for winter.”
The instructions should also fit the building. An apartment resident needs information relevant to their home. A commercial tenant may need to coordinate access, business hours, or a service appointment. Sending everyone the same notice can leave the important questions unanswered.
Communication needs to work in both directions. Residents and tenants should be encouraged to report a problem when they first notice it, particularly something intermittent that may not be happening during a maintenance visit.
Those reports should become part of the follow-up work, rather than ending with an acknowledgment that the message was received.
My Takeaway
I don’t think preparing a property for winter means completing every seasonal task on the same date.
I would prioritize early heating checks, keep weather-sensitive shutdowns tied to the forecast, and make sure drainage and snow-removal responsibilities are understood before they are needed.
Just as importantly, I would leave the fall review with a clear picture of the unfinished work: what still needs attention, who is handling it, and when it will be checked again.
The goal is to have the property ready without overlooking the comfort of the people who are still living and working there during the transition.