Property management: Taking care of your property if you're not in Spain

Owning a property in Spain while living abroad requires meticulous planning and reliable support. Regular upkeep is crucial to avoid costly repairs and maintain the property's value. For rental properties, proper maintenance attracts and retains tenants, ensuring a steady income. Even if the property is for personal use, regular checks are essential to prevent minor issues from escalating into major problems.

Taking care of housing areas: what to look after

Regular check is fundamental to maintaining your property. Key areas to monitor include:

• Pool: Ensure your pool is clean, the water is treated, and the filtration system is functioning correctly. This is essential for health and safety. A neglected pool can quickly become a breeding ground for bacteria and algae. This could make it unsafe for use and potentially costly to restore.
• Lights: You will need to regularly check both indoor and outdoor lighting. It is important for security and functionality. Broken lights can lead to safety hazards and make your property more attractive to potential intruders.
• Appliances: Inspecting all appliances to ensure they are in good working order prevents unexpected breakdowns that can be inconvenient and expensive to fix. Regular maintenance also extends the lifespan of your appliances.
• Windows: You should check for any signs of damage on home enclosure. It will help you to maintain the security and insulation of your property. Damaged windows can lead to energy inefficiency and make your home more vulnerable to housebreaking.
• Garden: Maintaining the garden, including mowing the lawn, trimming hedges, and watering plants, keeps your property aesthetically pleasing and can prevent overgrowth that might attract pests. A well-kept garden also adds value to your property.
• Security systems: Ensuring that security systems, including alarms and surveillance cameras, are functioning properly is vital for protecting your property from theft and vandalism. Regular checks can help detect and address any malfunctions promptly.
• Electrical system and piping: It is recommended to periodically inspect both of these. This will improve the safety of the home and avoid disturbance to neighbours, especially if there are leaks.
• Roof and gutters: Regular inspection of the roof and gutters is crucial to prevent water damage. Clearing gutters and checking for roof leaks can avoid serious structural damage and costly repairs in the future.

Ideally, you should conduct these checks at least once a month. However, if this is not feasible, consider hiring a property management company to perform regular inspections. It can handle any necessary maintenance tasks as we will see in more detail later.

Remember that managing repairs from abroad can be challenging. Common issues include plumbing problems, electrical faults, and wear and tear of fixtures.

The importance of location for maintenance

The location of the house can also influence the maintenance you need:

• Coastal properties: Coastal homes often demand more frequent maintenance due to the harsh marine environment. Saltwater exposure can lead to corrosion of metal fixtures, salt deposits on windows and surfaces. Moreover, it can accelerate wear and tear on exterior paint and materials. Regular checks for rust, routine cleaning, and protective coatings are essential to preserve the integrity of coastal properties.
• Inland properties: Inland properties, particularly those located in regions with harsh winter climates, such as Castile-La Mancha, Aragon, or Castile and León, may require increased attention during the colder months. These areas can experience severe winters. This makes crucial to prevent issues like frozen pipes, ice damming on roofs, and damage to outdoor plumbing systems. Insulating pipes, winterizing outdoor faucets, and ensuring adequate heating are important steps to protect your property during the winter.
• Mountainous regions: Properties situated in mountainous areas, like the Pyrenees or Sierra Nevada, face unique challenges. The heavy snowfall and potential for landslides or erosion require robust structural maintenance. Ensuring that your property can withstand these conditions is vital to maintaining its safety and value.
• Urban properties: Urban homes, while facing fewer environmental challenges, still require regular maintenance. Pollution, urban grime, and the wear and tear of constant use necessitate periodic deep cleaning and updates to systems like plumbing and electrical to comply with city regulations and standards.

By understanding the specific maintenance needs associated with your property's location, you can take proactive measures to preserve its value. Regular inspections and timely upkeep tailored to these environmental factors are key to effective property management.

What options do you have to take care of a house in Spain

You have two main options for managing your Spanish property:

1. Managing on your own: While this is cost-effective, it can be challenging to coordinate repairs and maintenance from abroad. You'll need reliable local contacts and a good grasp of Spanish property laws and maintenance standards.
2. Hiring a property management company: This is the more convenient option for peace of mind. Property management companies handle everything from regular checks to emergency repairs.

If you decide to take care by yourself, you can save costs and gain direct control over maintenance. However, it is a scenario that will require you to spend much more time on this task. It is a major challenge to do it remotely. Consider you are likely to be delayed if you need to carry out repairs to your home.

If you choose to use a property management company, you will also benefit from enjoying a comprehensive service, professional expertise, and hassle-free management. However, you will need to consider the added costs and the importance of having a reliable provider.

In Spain, it is also possible to use the services of freelance professionals to manage the property. It is also common to work with experts in different areas (maintenance, security, rental...). However, all this can be more complicated to manage if you are not on the spot.

Property management companies in Spain: Services, costs, and benefits

Property management companies use to offer a wide range of services including:

• Regular inspections: This ensures your property remains in good condition.
• Maintenance services: It is probably the most demanded, especially if you rent the property. It guarantees that the company will take care of repairs and upkeep.
• Cleaning services: This includes regular cleaning of all living areas, deep cleaning after tenants move out, and preparing the property for new guests. Regular cleaning helps to preserve the property's condition, prevent pest infestations, and create a welcoming environment.
• Rental management: Managing bookings and guest check-ins and check-outs.
• Emergency services: Providing immediate assistance for urgent issues, something that can be especially important if you rent out your home.
• Financial management: Assisting with tax management and deductions related to rental income.
• Legal assistance: Ensuring all legal aspects of property ownership and rental agreements are handled professionally to avoid any potential issues.
• Security services: Providing security measures such as alarm systems, surveillance, and on-site security personnel to protect your property.

The fees for property management services in Spain can vary widely. They typically range from 5% to 15% of the rental income. Some companies offer flat rates for non-rental management services. It's important to understand how these fees are calculated and whether they are tax-deductible.

If you decide to sell your property, disassociating from a property management company is straightforward. Ensure you review the terms of your contract for any specific conditions.

What do you have to take care of if renting out your property in Spain

When renting out your property, several additional considerations come into play. Paper work, tenant management and caring of protection against damages are key issues.

Paperwork related to property maintenance

While the physical upkeep of your property is essential, don't overlook the importance of proper documentation to support your maintenance efforts. Keeping thorough records of maintenance work, repairs, and inspections helps protect your property’s value and provides a clear history of care. This documentation is not only useful for tracking expenses but also critical if any disputes arise with tenants or service providers.

Additionally, ensuring that rental agreements include clauses related to the upkeep and maintenance responsibilities of both landlord and tenant can prevent misunderstandings and ensure that your property is well-maintained throughout the tenancy.

Tenant management

Effective tenant management is crucial for maintaining a harmonious and trouble-free rental experience. This involves conducting thorough inspections during both move-ins and move-outs for long-term tenants, as well as check-ins and check-outs for short-term rentals, to ensure the property is handed over in good condition.

Promptly addressing tenant concerns and resolving issues helps maintain a positive relationship, which can lead to longer rental periods for long-term tenants and positive reviews for short-term rentals. Additionally, ensuring compliance with rental laws is essential to avoid legal complications and penalties.

Protection against damages

To safeguard your property against theft or damage, it is advisable to require a security deposit from tenants. This serves as a financial buffer to cover any damages that may occur during the tenancy.

Conducting regular property inspections is also important to identify and address any issues early on. This will prevent minor problems from escalating into significant repairs. Regular inspections help ensure that the property is being well-maintained. It also allows you to verify that the tenants are complying with the rental agreement.

By addressing these critical areas, you can manage your rental property effectively, ensuring it remains in good condition. Taking these steps helps in mitigating risks, maintaining property value, and providing a positive experience for both you and your tenants.

The risk of squatting

Also called in Spain okupación, squatting refers to unauthorised occupation of a property. If your home is squatted, the legal process to reclaim it can be complex and lengthy. Although it is an issue of great concern for the population, the data indicate that it affects a very small percentage of the housing stock in the country. In fact, in 2022 there were only just over 16,700 reports of okupación, of which only 2,785 went to court. That year, the number of squatting cases fell by 3.2%.

Squatting is more common in urban areas and vacant properties. It affects both permanent and holiday homes, with empty houses being the most vulnerable. It is more difficult for your home to be occupied if you visit it regularly or someone else takes care of it. If your property is squatted, it is advisable to hire a lawyer who specialises in property law.

Property management companies can also provide support by monitoring your property and taking immediate action if unauthorised occupation is detected.

Characteristics of a good property management company in Spain

When choosing a property management company, consider the following key aspects:

1. Reputation: Look for companies with positive reviews and a strong track record.
2. Experience: Choose a company with extensive experience in managing properties similar to yours.
3. Comprehensive services: Ensure they offer a full range of services, from maintenance to rental management.
4. Transparent fees: Opt for companies with clear and transparent fee structures.
5. Customer service: Excellent customer service is crucial for addressing any issues promptly and effectively.

Managing a property in Spain while living abroad requires careful planning and reliable support. Whether you choose to manage the property yourself or hire a professional company, do not forget regular checks, maintenance, and rental management. By selecting the right option, you can enjoy peace of mind knowing that your property is well taken care of, even in your absence.

For more insights on property ownership, check out our guide on What you need to know about buying a second home in Spain.