As a property management company operating in Charleston, SC, keeping your tenants comfortable during our hot, humid summers is a top priority. Cooling costs are often the highest utility expense, but with proactive maintenance and smart habits, you can ease the burden and extend the life of your HVAC systems. Based on insights from our April 2025 blog “Keep Your A/C Running Smoothly,” here are proven strategies for landlords and tenants alike. A well-maintained HVAC system not only boosts energy efficiency but also protects your investment long-term. Charleston’s climate can be brutal on systems that are not proactively cared for, so these steps are crucial for property performance.
1. Prioritize Regular Filter Changes
💧 Why it matters: Dirty filters reduce airflow, force the AC to work harder, and can shorten system lifespan.
✅ Action: Arrange filter checks every 1–3 months. Use standard MERV 6–8 filters for rentals—easy to find and effective.
Many service calls could be avoided simply by ensuring filters are changed consistently. Clogged filters lead to overheating and frozen coils, which can take systems offline for hours or days. Encourage tenants to set reminders or offer filter delivery programs as a value-add. Property managers should also inspect filter slots during routine walkthroughs. Replacing filters is one of the most affordable ways to prevent costly HVAC repairs.
2. Clear the Outdoor Unit
The external condenser needs space to breathe—keep at least 2 ft of clearance around it. Remove leaves, grass, and debris regularly to ensure proper cooling efficiency.
It’s easy for tenants to forget about the outdoor unit, especially if it’s behind the home or hidden in landscaping. Unfortunately, airflow blockage due to overgrowth or debris can reduce system performance by as much as 30%. We recommend trimming shrubs seasonally and blowing away leaves after storms. Regular visual checks during lawn maintenance can catch issues before they cause damage. For multi-family units, assign this responsibility to maintenance or add it to your landscaping contracts.
3. Optimize Thermostat Use
Encourage tenants to keep thermostats between 72–78 °F when at home, and raise by 4–6 degrees when away or asleep. This small adjustment significantly reduces energy consumption.
Programmable and smart thermostats are a great upgrade that can improve both comfort and savings. They allow tenants to automate settings and avoid the “set it and forget it” trap that drives bills up. Educating tenants on using their thermostats properly should be part of your move-in orientation. If your rental units don’t yet have smart thermostats, consider installing them—many local utilities even offer rebates. Over time, this small investment can dramatically reduce energy waste across your portfolio.
4. Enhance Insulation & Seal Leaks
Charleston’s humidity often infiltrates through gaps in doors, windows, and ductwork. Conduct regular inspections, seal drafts with weatherstripping or caulk, and advise tenants to keep window coverings closed during peak sun hours.
Even minor leaks can force HVAC systems to overcompensate, running longer and harder. We recommend conducting a basic insulation inspection annually, especially in older homes and historic properties common to Charleston. You can also provide tenants with low-cost solutions like door draft stoppers and blackout curtains. Consider partnering with local contractors to offer air-sealing upgrades between tenant turnovers. When tenants feel the property is energy-efficient, it enhances satisfaction and retention.
5. Manage Heat-Generating Activities
Remind tenants to avoid running ovens, dishwashers, or dryers midday. These appliances add heat and increase AC demand unnecessarily.
Suggest that laundry and baking be done in the early morning or evening when temperatures are cooler. You can even include this tip in seasonal newsletters or welcome packets. Overheating the interior during the hottest part of the day works against the AC and drives up energy use. If the property includes ceiling fans, remind tenants to use them in tandem with their AC. Proper use of fans can make a room feel up to 4 degrees cooler, reducing reliance on the thermostat.
6. Utilize Zoning & Airflow Control
If your properties have multi-zone HVAC systems, close vents in unused rooms so airflow is concentrated on occupied spaces—improving comfort and efficiency.
Balanced airflow is key to avoiding hot spots and overuse of the compressor. Educate tenants not to block vents with furniture or rugs, as this restricts circulation and leads to inefficiencies. Encourage the use of door draft guards to isolate cooled rooms. In two-story homes, airflow balancing is even more important—heat naturally rises, so fans and vent adjustments should account for that. When airflow is properly managed, the HVAC unit doesn’t need to work as hard to maintain comfort levels.
7. Schedule Annual Professional Maintenance
In Charleston’s climate, annual HVAC tune-ups are crucial. Hire local professionals to inspect refrigerant levels, clean coils, check for leaks, and fine‑tune the system.
Proactive maintenance can catch small problems before they become expensive emergencies. A qualified technician will also test system efficiency and ensure components are working as intended. Maintenance visits are an ideal time to assess older systems nearing the end of their life cycle. Staying ahead of potential replacements prevents surprise breakdowns during high-demand months. Document all service calls and share a maintenance calendar with your team to stay organized.
8. Educate Tenants for Shared Savings
Communication is key. Provide tenants with a simple A/C guide (filter reminders, thermostat tips, airflow best practices). When they save on utilities, everyone’s happy.
Consider sending seasonal checklists via email or including QR codes in your welcome packet that link to helpful videos. Visual reminders like fridge magnets or bathroom door hangers can help reinforce good habits. By involving tenants in routine upkeep, you create a collaborative approach to energy efficiency. Happy, informed tenants are more likely to renew their leases and take better care of your property. Ultimately, tenant education helps reduce service calls and improves operational efficiency for your entire portfolio.
📋 Property Manager Checklist
| Task | Frequency | Responsible Party |
|---|---|---|
| Replace air filter | Every 1–3 months | Tenant/Manager |
| Clear outdoor unit surroundings | Monthly | Maintenance team |
| Inspect seals & insulation | Quarterly | Manager |
| Run HVAC efficiency check | Biannually | HVAC contractor |
| Distribute tenant A/C guide | Annually/At move-in | Manager |
This checklist ensures consistency across your properties and empowers both tenants and staff to stay on top of critical cooling tasks. You can customize this list based on the size of your property, HVAC system age, and tenant responsibility agreements. Storing this checklist in your property management software can also help keep records and flag reminders. Encourage your team to follow this framework consistently, and you’ll see measurable results in system performance. Even small tweaks, when applied portfolio-wide, can create significant long-term savings.
Final Thoughts
Owning or managing rental properties in Charleston means contending with high AC demands. But with regular maintenance, smart usage, and tenant education—all backed by expert service—you can optimize performance, reduce costs, and keep everyone comfortable.
Property managers who implement these best practices stand out for their proactive care and responsiveness. Not only do these strategies reduce emergency repair costs, but they also foster a more positive tenant experience. In the competitive Charleston market, keeping your homes cool and energy-efficient is a selling point that matters. If you’d like help coordinating maintenance plans or upgrading your HVAC strategy, our team is just a call away. Let’s make your rentals the most comfortable—and cost-efficient—on the block.