The Refrigerator Failure

When the refrigerator starts to fail, the stress is instant.

Your tenant will be trying to salvage hundreds of dollars in perishable food and navigate an unexpected interruption to their routine. While it’s a perk to not be on the hook for the expense of the repair (unless the lease states otherwise), they have no control over the timeline. The longer it takes to restore, the more frustration and distrust will build.

The reasonable restoration time for a refrigerator is within 2 weeks. This allows the landlord time to assess the situation and complete repairs, or purchase a new refrigerator ($700-2500).

Troubleshoot with the Tenant

Rule out simple issues by troubleshooting the problem with the tenant first. Rely on your tenant to examine these parts:

If the refrigerator is completely dark, check the light bulb and electrical outlet. If the electrical outlet is not working, check that the circuit breaker is shut/”on.”
If the freezer is freezing, but the refrigerator isn’t cooling, it probably needs to be defrosted. This can happen when your tenant has too many things in the freezer. It will block airflow to cool the refrigerator and cause condensation to freeze in the back of the freezer.
Check under the refrigerator. Dirty coils beneath the refrigerator can be another offender.

These questions will help you decide if you need an electrician, or if it’s a cleaning of defrosting issue that should be resolved by your tenant.

Repairing a Refrigerator

It’s not unreasonable to opt for a repair if the refrigerator is not old enough for retirement.

Consider the age and warranty of the refrigerator. If it’s out of warranty, and you choose to call a repair company, know that it may take over a week to get an appointment. Call immediately to get on the schedule.

Independent repair companies will typically charge a diagnostic service fee ($120-150) and the cost of any repair parts. If the parts has to be ordered, it will take a second visit to install. (This service can also result in confirmation that your refrigerator needs to be replaced, diagnostic fee non-refundable.)

This process can exceed the reasonable restoration timeline, but as long as you are actively following up with the repair company at appropriate intervals, and updating with the tenant, you will not be at fault for negligence.

Buying a New Refrigerator

Three popular ways for landlords to replace a broken refrigerator are the big box store, an appliance company, or scratch and dent dealer. We have used all three, and they each have pros and cons.

The big box store:

Can have great deals on appliances.
May offer delivery and installation for a fee, or if the appliance meets a certain price point.
Removal of the old appliance may not be available (but it’s worth asking).
Any warranty is typically managed by a third-party company. You may need to register the purchase and be involved in coordinating and confirming repair appointments.

A dedicated appliance company:

May have a higher price tag (but check for sales).
Representative can make recommendations based on your current refrigerator’s model/serial number to ensure correct fit.
Price may include delivery, installation, and removal of the old appliance.
Any problems with the appliance will be managed by the company and, once the landlord has requested service, they work directly with the tenant to schedule and complete a repair.

The scratch and dent dealer:

Will have the best prices, if they have what you need.
Delivery may be available with a fee, but you probably be on your own for install and removal of the old appliance.
You will need to fully inspect the appliance for damages and confirm purchase details since returns are not always allowed.

Be Proactive

Note the condition of the refrigerator before your tenant moves in or during a routine inspection.
Make sure your lease clearly states your appliance policy.
When a problem occurs, stay in regular contact with your tenant to confirm it is being addressed.
If you have multiple rentals and/or sufficient storage space, keep an apartment refrigerator in storage for emergencies. This will let you swap refrigerators immediately and give you more time to troubleshoot the problem (or shop for a replacement) and minimize stress on your tenant.

A broken refrigerator is not the most expensive repair in property management, but it will create stress.

As an investor, you can’t allow that pressure to force a poor decision. However, if you already have a gameplan, you can minimize the repair time and maintain a good relationship with your tenant.

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