How often should landlords replace appliances?

Discover how often landlords should replace appliances for optimal safety and compliance with rental agreements and best practices.

How often should landlords replace appliances?

One of the most common questions for both landlords and tenants is: How often does a landlord have to replace appliances like the oven, fridge, or washing machine? There is, however, no short answer to this question as it will mostly rely on circumstance. 

Landlord obligations are primarily focused on safety and repair, but best practices and contractual agreements often dictate when a new appliance is due. Understanding the difference between a repair obligation and a replacement schedule is key.

The legal view: safety and repair

A landlord’s primary legal duty regarding appliances focuses on two main areas:

1. Safety: Any appliance provided by the landlord must be safe. This is especially true for gas appliances, which require an annual Gas Safety Check. All electrical appliances must also be in good repair and not pose a risk (in line with the Electrical Safety Standards in the Private Rented Sector Regulations 2020).
2. Repair (tenancy agreement): Unlike the property’s structure, boilers, and fixed electrics (which landlords are legally required to maintain and repair), general appliances like a washing machine or fridge are not explicitly covered by the primary Landlord and Tenant Act 1985. However, in almost all furnished or part-furnished properties, the landlord takes contractual responsibility for these items in the tenancy agreement.

If a landlord has agreed to provide and be responsible for an appliance in the tenancy agreement, they must repair or replace it when it breaks down due to normal usage (fair wear and tear). This must be done within a reasonable timeframe.

When does a repair turn into a replacement?

A landlord is expected to replace an appliance when a repair is no longer feasible or economical. This usually happens when:

• The appliance is deemed beyond economic repair: The cost to fix it is near or over the cost of a new, basic replacement.
• The appliance is outdated and inefficient: While not legally required, replacing an old appliance with a more energy-efficient model can lower running costs and appeal to tenants.
• Safety is compromised: If an appliance cannot be repaired to a safe standard, it must be replaced immediately.

Estimated lifespans for common appliances

While not legal requirements, industry guidelines and deposit protection schemes often use estimated lifespans to determine the ‘value’ of an item, which can be useful when budgeting for replacements. For example: 

• Oven/cooker: 10-15 years
• Fridge/freezer: 10-19 years
• Washing machine: 10-14 years
• Dishwasher: 9-13 years
• Tumble dryer: 8-13 years

Note: These are general estimates. A high-quality appliance that is well-maintained can last much longer, while a low-end or poorly-treated one may fail sooner.

Fair wear and tear vs. tenant damage

This is where disputes often arise. The landlord is responsible for replacement due to fair wear and tear (the natural deterioration from normal, everyday use).

The tenant is responsible if the appliance breaks down due to misuse, negligence, or accidental damage (e.g., smashing the oven door, overloading the washing machine, or breaking a shelf).

For a landlord to hold a tenant responsible, they must be able to prove that the damage goes beyond normal wear and tear, usually with evidence from the check-in inventory report.

Key takeaways for landlords

• Consult your tenancy agreement: This is your primary contractual obligation. If you provide it, you are generally responsible for its repair and eventual replacement due to old age.
• Keep records: Maintain an inventory with the age and condition of all appliances at the start of a tenancy. Keep repair and service records.
• Budget for replacement: Factor appliance replacement costs into your long-term maintenance budget, using the estimated lifespans as a guide.
• Act promptly: When an appliance breaks, you must repair or replace it within a reasonable timeframe, which for essential items like a cooker or main fridge, may mean days, not weeks.

Ultimately, while the law doesn’t set a clock on how often an appliance must be replaced, good property management dictates that a functional, safe, and reasonably efficient home should be provided at all times.

To get your next quote on landlord contents insurance, contact CIA Landlords today on 01788 818 670!