How to Write a "How This House Works" Guide for Your Renters

TL;DR: A "how this house works" guide is a reference document that shows tenants how to operate your property's systems, where shutoffs are, and what to do in an emergency. Properties with tenant manuals see 25-35% fewer maintenance calls in the first 90 days. Include HVAC filter locations, thermostat instructions, breaker-panel labels, water shutoffs, and garbage-day schedules. Store a digital copy in your property-management app and leave a printed binder at the property.

_Last reviewed: July 2026 · 6 min read_

Tenants call at midnight because they can't find the water shutoff. They run the heat at 78° because they didn't know it was a heat pump. They put the wrong trash on the curb and you get a citation. A house manual solves all three. Good landlords write one before the first lease is signed; great landlords update it every time a system changes. Here's how to build a guide that cuts calls, protects your systems, and helps tenants feel at home faster.

Okoniq Property Hub keeps a digital copy of your house manual with the property record, so you can share the link with every new tenant and never lose the file when you switch computers.

What belongs in a house manual and what to leave out?

Include anything a tenant will touch, troubleshoot, or need in an emergency. Cover HVAC operation, water-heater settings, breaker-panel labels, appliance quirks, garbage schedules, Wi-Fi passwords, and HOA rules. Exclude repair procedures — tenants shouldn't fix things themselves — but do explain what normal looks like so they know when to call you. A good rule: if ignoring it could break something or cost money, it belongs in the manual.

Start with a one-page emergency section at the front: your phone number, the address, fire/police/poison control, water shutoff, gas shutoff, and main breaker. Print that page on bright paper so it stands out in a crisis. Then organize the rest by system: HVAC, plumbing, electrical, appliances, exterior. Each section should answer "How do I use this?" and "What do I do if it breaks?"

For HVAC, include the thermostat model and its seasonal settings, filter size and where to buy it, and how often to replace it (usually 60-90 days). If it's a heat pump, explain that "emergency heat" is expensive backup and shouldn't be used unless the system fails. Show where the outdoor unit is and tell tenants not to stack firewood or store bikes against it. For AC systems with a condensate line, note the drain location and when to pour a cup of vinegar down it (twice a year prevents clogs that cause water damage).

How do you document water, gas, and electrical shutoffs?

Take photos of each shutoff with your phone, then annotate them in the manual with arrows and labels. For the main water shutoff, show the valve itself and write whether it turns clockwise or counterclockwise to close — some tenants have never touched one. Include the water-heater shutoff, the gas meter valve, and the main electrical panel. Label every breaker in the panel with a Sharpie or label maker: "kitchen outlets," "washer/dryer," "basement lights." A labeled panel saves you a service call when a tenant trips a breaker and panics.

For gas, explain that if they smell rotten eggs, they leave immediately and call the utility company, not you. For water, tell them to shut the main if a pipe bursts or a toilet overflows and won't stop. For electrical, explain that if a breaker trips repeatedly, they should unplug everything on that circuit and call you — don't flip it back on. These three paragraphs prevent 80% of panic calls.

If your property has a sump pump, septic system, well, or cast-iron drain pipes, add a dedicated section for each. Septic systems need a diagram of the tank and drainfield, a list of what not to flush (wipes, grease, tampons, cat litter), and the pumping schedule (usually every 3-5 years). Wells need a note about the pressure tank, the filter location, and what to do if the water runs brown after a storm (run the cold tap for 10 minutes). Sump pumps need a test button demonstration and a reminder to check the discharge pipe in spring.

What appliance details actually help tenants avoid damage?

Focus on quirks and limits. If the garbage disposal can't handle eggshells or potato peels, say so. If the dishwasher door latch is finicky, show how to close it until it clicks. If the washer is high-efficiency and needs HE detergent, write that in bold — regular soap will overflow and void the warranty. Include the make, model, and year of every appliance so the tenant (or a repair tech) can look up manuals online.

For the dryer, explain how to clean the lint trap after every load and where the exterior vent is (it should be checked annually for buildup). For the oven, note whether it runs hot or cold — if it's 25° off and you know it, tell them so they don't burn dinner and blame you. For the refrigerator, show where the defrost drain is if it tends to clog (back wall, bottom center, behind the crisper drawers). For the water heater, include the temperature setting (120°F is code in most states) and when it was last replaced.

If any system has a manual shutoff or reset button, photograph it and explain when to use it. Furnaces have an emergency cutoff switch that looks like a light switch; tenants flip it by accident, then call you saying the heat is broken. Label it with red tape and a note in the manual: "This is not a light switch — if the furnace won't start, check this first."

How do you keep the guide current and share it with every tenant?

Write the manual in a Google Doc or Word file so you can update it without reprinting. When you replace the furnace or repaint the exterior brick, update the manual the same day. Store the master file in your property-management software (Okoniq saves it under the property record) and share a link in the lease-signing email. Print a three-ring binder for the property itself and leave it in a kitchen drawer or on a bookshelf — label the spine "House Manual" in big letters. Some landlords laminate the emergency page and stick it inside the breaker panel door.

Email the manual again at move-in with a subject line like "Your house manual and important info." Tenants lose emails; the printed binder is the backup. Update the manual when a system changes, a vendor changes, or a tenant asks a question you didn't anticipate — if one tenant asks, the next ten will too. A living document beats a static PDF.

Add a section for local details: garbage and recycling days, what goes in which bin, bulk-pickup rules, snow-removal expectations (tenant vs. landlord), and HOA restrictions (no grills on the deck, no cars parked on the lawn). Include the Wi-Fi network name and password so you don't get a call on move-in day. If the property has a security system or smart locks, include setup instructions and the master code.

What format works best for landlords who manage multiple properties?

Use a template. Write one master manual, then duplicate it for each property and fill in the specifics: address, shutoff locations, appliance models, quirks. Store one copy per property in your app and label it clearly — "123 Elm St Manual v3" so you know which version is current. Some landlords add a table of contents at the front if the manual runs longer than 10 pages; others keep it to 6 pages and rely on clear section headers.

Include a revision date on the first page. When you hand a tenant the manual, they trust that the thermostat instructions still match the thermostat you actually own. If you replaced the unit last year but the manual still says "Honeywell T6," you're wasting everyone's time. A line at the top that says "Last updated: November 2024" signals that the guide is current.

Pair the manual with a move-in walkthrough checklist where you show the tenant the key locations in person: thermostat, shutoffs, breaker panel, filter. Walk them through one filter change so they see how easy it is. This 15-minute walkthrough plus a written manual cuts first-month calls by half.

FAQ

How long should a house manual be?

Four to ten pages. One page for emergencies, one per major system (HVAC, plumbing, electrical, appliances), one for exterior and trash. Any longer and tenants won't read it; any shorter and you're leaving out critical details. Aim for 1,500 words with photos.

Do I need to include repair instructions?

No. Tenants should call you for repairs, not attempt fixes. Instead, explain what normal operation looks like so they recognize when something is wrong. For example, "The furnace should cycle on and off every 10-15 minutes in winter" tells them when to worry without teaching them to disassemble the blower.

Should I include vendor contact information?

Only if you want tenants calling vendors directly, which most landlords don't. List your contact info and say "Call me first for all repairs." If you want tenants to schedule their own HVAC filter delivery, include that vendor. Otherwise, keep vendor lists in your own records.

What if the tenant loses the manual?

Keep the digital copy in your property-management app and email it again on request. Some landlords also leave a QR code sticker inside the breaker panel that links to the Google Doc — tenants scan it with their phone and get the latest version instantly.

Can I charge a tenant for damage caused by ignoring the manual?

Possibly, but it's hard to enforce. If the manual says "Replace the furnace filter every 60 days" and the tenant ignores it for two years, causing the blower motor to burn out, you can make a case. Document that you provided the manual (save the email receipt) and that the damage was preventable. Most landlords find it's easier to prevent the problem than to argue about it later — schedule your own filter changes and bill them as part of maintenance.

This is educational information, not legal advice. Lease terms and landlord responsibilities vary by state; consult a local attorney if you're unsure what must be disclosed to tenants.