HVAC is rarely the longest item on a unit turn, but it's often the one that surprises you. The unit "worked fine" when the last resident moved out, and then the new resident submits a no-cool work order on day three. Here's how to take HVAC off the critical path.
1. Use one standard checklist
Every vacant unit should get the same check: filter, operation in cooling and heating, temperature split, condensate drain and float switch, outdoor unit electrical, thermostat, and registers. Our version is on the make-ready page.
2. Batch the turn list
Send your HVAC vendor the full list of upcoming vacancies once or twice a week instead of one unit at a time. Grouping units by building cuts travel and wait time and makes it easier to stock common parts.
3. Set a not-to-exceed amount
Most make-ready repairs are small: a capacitor, a clogged drain, a thermostat. Pre-approving a not-to-exceed amount lets the technician fix those on the spot instead of waiting for a quote and a second trip.
4. Get the bigger quotes the same day
If a unit needs a compressor, coil, or full replacement, the decision is what takes time. Ask for the quote and a repair-vs-replace recommendation on the day of the inspection.
5. Keep an equipment record
Log make, model, age, and filter size for every unit. Over time it becomes your replacement plan, and it tells you which units fail over and over.
6. Pair make-ready with PM
Occupied units that get spring and fall preventive maintenance show up at turn time in better shape. That means fewer surprises and faster turns.