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Short answer: split PG upkeep into daily (cleaning, water, kitchen), weekly (bathrooms deep-clean, common areas, quick safety walk), monthly (fire extinguishers, RO and geyser checks, pest control rounds) and yearly (water tank cleaning, electrical check, painting) tasks, give each one an owner and a date, and keep a record. Most "emergencies" in a PG, from no water on a Monday morning to a short circuit, come from a routine check that was skipped.
Below is a checklist you can print, put on the wall and hand to your warden or caretaker.
Why routine maintenance pays
- Tenants judge a PG by its bathrooms and water. Clean, working bathrooms and steady water keep beds full; problems with either are the most common reasons for complaints and early exits.
- Small fixes are cheap. A dripping tap or a loose wire costs little to fix this week and a lot more after it damages a wall or trips the mains.
- Safety is not optional. Electrical faults, gas leaks and blocked exits are real risks in a building where 20–100 people sleep. Fire and safety rules for PGs are tightening in many cities.
Daily tasks
| Task | Who |
|---|---|
| Sweep and mop rooms (or on fixed days), corridors, stairs and dining area | Housekeeping |
| Clean bathrooms and toilets; restock soap and toilet cleaner | Housekeeping |
| Empty dustbins; segregate wet and dry waste for municipal pickup | Housekeeping |
| Check water levels in overhead tanks and switch pumps on or off | Caretaker |
| Clean the kitchen after each meal; check the gas regulator and pipe | Cook / helper |
| Check drinking water (RO output, or stock of sealed cans) | Caretaker |
| Lock-up round at closing time: main gate, terrace door, lights in common areas | Warden |
Weekly tasks
- Deep-clean bathrooms: descale taps and showers, clean drains, wash walls and floors.
- Clean common areas thoroughly: dining tables and chairs, fridge, washing machine filters, terrace.
- Change or wash common linen and curtains on a fixed day, if you provide them.
- Safety walk: look for loose wires, broken switches, missing bulbs on the stairs, leaking taps and blocked exits. Fix or note each one.
- Review open complaints with your warden and close the ones that are done.
- Check stock: cleaning supplies, bulbs, tube lights, fuses and toilet supplies.
Monthly tasks
- Fire extinguishers: check that each one is in place, easy to reach, sealed and that the pressure gauge is in the green. The Indian standard for portable extinguishers (IS 2190) calls for this kind of routine visual check, with a detailed inspection by a trained person at least once a year; your extinguisher vendor can confirm the schedule for your units.
- RO purifier and water cooler: clean the outside, check the output taste and flow, and note when filters were last changed.
- Geysers: check for leaks, rust and a working thermostat; drain sediment if your model allows.
- AC filters: clean them every 3–4 weeks in summer; dirty filters raise the electricity bill.
- Pest control round: cockroach gel or spray in the kitchen and bathrooms, especially before monsoon.
- Electricity: read sub-meters on the same date every month and compare with the main bill to spot leaks or faulty meters. See how to charge electricity per room.
- Inventory check: mattresses, chairs, buckets and kitchen utensils that need replacing.
Every few months and once a year
| Task | How often |
|---|---|
| Water tank cleaning (overhead and sump) | Every 3–6 months; tell tenants the day and time in advance |
| Full pest control (cockroaches, bed bugs, termites as needed) | Every 3–4 months, and after any bed bug complaint |
| RO filter and membrane replacement | As per the purifier service schedule |
| Detailed fire extinguisher inspection and refill | At least yearly, by your vendor |
| Electrical check of wiring, earthing, MCBs and the main panel | Yearly, by a licensed electrician |
| Inverter or generator battery check | Every 3–6 months |
| Terrace and roof check, drain cleaning | Before every monsoon |
| Painting touch-ups, mattress replacement | Yearly, ideally during the low season |
| Renew trade licence, fire NOC (if required) and insurance | Before they expire |
When a tenant leaves
- Inspect the room against the photos taken at move-in, and settle any damage charges from the deposit the same day. See deposit refund rules.
- Deep-clean the room, wash or replace the mattress cover, and check the fan, lights, cupboard lock and geyser.
- Take a final meter reading for rooms with sub-meters.
- Photograph the clean room. You'll need the photos for listing the vacant bed. See how to fill vacant beds faster.
Safety basics every PG should have
- At least one working fire extinguisher per floor and one near the kitchen, with staff who know how to use it.
- Clear exits: nothing stored on stairs or in corridors, and the terrace or second exit unlocked from inside.
- Emergency numbers (police, fire, ambulance, warden, owner) displayed near the entrance.
- CCTV at the gate and common areas (not in rooms or bathrooms), with recordings kept for a few weeks. 73% of PGs listed on My PG Manager mention CCTV.
- Power backup for at least lights and Wi-Fi. 42% of listed PGs offer it, and tenants increasingly ask.
- Gas cylinders stored upright in a ventilated spot, with regulators and pipes checked regularly.
Some cities now require fire NOCs, registration or specific safety measures for PGs above a certain size. Check with your municipal and fire departments, and see our legal compliance checklist.
Budgeting for maintenance
Set aside a fixed amount every month instead of paying for repairs as they come. A common rule of thumb is to keep 5–10% of monthly rent collections for maintenance and repairs, and more for older buildings. Record every expense against the property, so you can see which building, or which kind of repair, keeps costing you. The PG profit calculator shows how maintenance affects your margin.
Keeping track with My PG Manager
My PG Manager helps you run this without a register:
- Complaints by category (maintenance, electrical, plumbing, Wi-Fi, cleaning) raised by tenants from the tenant app, with status updates so they know it's being handled.
- To-dos with due dates for tasks like tank cleaning, extinguisher refills and licence renewals.
- Notices to all tenants in one tap, for example "Water supply off 10 AM–1 PM on Sunday for tank cleaning."
- Staff and attendance for your housekeeping team, with roles and access.
- Expense tracking per property, so you can see what maintenance really costs.
- Order water cans, gas cylinders, plumbers, electricians, cleaning and pest control from verified local providers through PG supplies and services.
It costs ₹159 a month for unlimited properties after a 14-day free trial. See pricing.
Frequently asked questions
How often should a PG water tank be cleaned?
Every 3 to 6 months is the usual practice, and immediately if tenants report a smell, colour or sediment in the water. Inform tenants in advance, because water will be off for a few hours.
How often should fire extinguishers be checked?
Do a quick visual check every month (in place, accessible, seal intact, gauge in the green) and have a trained vendor inspect, service and refill them at least once a year, as per IS 2190. Your vendor will also tell you when each unit needs a pressure test.
How much should a PG owner budget for maintenance?
Around 5–10% of monthly rent collections is a common starting point, more for older buildings or properties with lifts, generators or ACs in every room.
How do I get rid of bed bugs in a PG?
Treat the affected room and the rooms next to it, not just the one bed: professional treatment, washing linen in hot water, and drying mattresses in the sun. Then repeat after two weeks, because eggs survive the first round. Check new tenants' luggage and second-hand furniture before it comes in.
Sources
- PG facility figures (CCTV, power backup): My PG Manager public listings (716 active public PGs), October 2026.
- Portable fire extinguisher selection, installation, inspection and maintenance: BIS, IS 2190 (preview); inspection intervals summarised by InfraLens.
Last reviewed: October 2026. Fire and safety requirements vary by city and building size; check with your local authorities.
We build My PG Manager, the app PG and hostel owners use for rooms, tenants, rent collection and WhatsApp reminders. Our guides come from running it with owners across India.
