The $85 Lightbulb Lesson for Landlords: Why YOUR Property Photos Matter

A Simple $85 Lightbulb Lesson

Passive management doesn’t mean taking your hands off the wheel — it’s about building systems that keep you informed while others handle the day-to-day. Recently, I was reminded just how important that balance is when a seemingly small issue — a burnt-out lightbulb — turned into an $85 service call.

Shortly after switching to a new property management company, the tenants reported through the manager’s tenant portal that a light was out in the laundry closet. The new management agreement allows them to approve small repairs under a certain threshold without consulting me, a standard convenience most landlords and property managers appreciate.

Not long after, I noticed an $85 deduction from the rent statement. When I inquired, I was told a handyman had been sent to replace a single lightbulb. The charge surprised me — not because of the amount, but because it revealed a gap in communication that could easily grow if left unaddressed.

When Details Get Lost in Transition

When the new property management company took over, they performed their own inspection and uploaded photos to their internal portal. I reviewed them and noticed they weren’t as detailed as mine but was happy to see the property condition documented unlike the prior property manager.

Being out of state at the time, I couldn’t remember exactly where this laundry closet light was. Was it recessed? Too high or too far back for a tenant to reach safely? None of the past tenants in that unit had ever requested help changing the bulb.

So, I pulled up my older inspection photos — taken over several years. There it was: a clearly accessible fixture that required no special tools or ladders. That single photo told the whole story:

The Power of Your Own Property Photos

Here’s what I wrote back to the property manager, attaching the photo:

My concern is that approving an $85 charge for a routine lightbulb replacement could unintentionally set a precedent that all bulb changes require a paid service call. If the fixture were positioned deep in the closet or difficult to access, I would understand the need for assistance, but that does not appear to be the case here.

It’s possible that, during the management transition and with limited familiarity with my unit, there was hesitation in reminding the tenant that lightbulb replacement is their responsibility. If they are unable to do it themselves, a handyman can be sent for $85, but tenants should be informed of this policy in advance.

Given the timing of this report during the early stages of the management transfer, I am willing to cover 50% of the $85 charge. The remaining $42.50 should be billed to the tenant. This also provides an opportunity to clearly communicate expectations and the costs associated with shifting tenant responsibilities to management.

If the tenant doesn’t pay their portion next month, the balance can be settled from their security deposit at lease end.

Setting Expectations Keeps Communication Clear

Situations like this are minor, but they highlight why maintaining your own photo documentation is an essential part of passive management. Property managers handle the day-to-day, but no one will ever be as thorough with documentation as you — the owner with skin in the game.

Your personal photo library:

• Creates a reliable record you control, independent of any management company.

• Helps resolve small disputes swiftly and professionally.

• Protects you during management transitions or turnover.

• Supports cost discussions — especially for “gray area” responsibilities.

Passive Doesn’t Mean Disengaged

Being a landlord requires finesse in communication and strategy. The goal is to ensure all parties — property managers, tenants, and owners — understand their responsibilities and can work together smoothly.

Hopefully, this particular lightbulb story will end there. But if it takes another turn, maybe I’ll be back with part two — because even the smallest maintenance issues can illuminate the bigger lessons of real estate management.

Pro Tip: What Every Landlord Should Document

Before handing your property to a new manager, be sure your photo record includes:

• Every room and major fixture, including ceilings and lighting.

• Close-ups of high-traffic wear points (floors, doors, cabinets).

• Appliances, safety devices, and exterior conditions.

• Date stamps and file names that match each inspection.

A few extra clicks on your camera could save you far more than $85 down the line.

Takeaway

Transition periods are when the smallest details matter most. With clear photos and proactive communication, you can stay in control even from a distance — and make passive management look effortless.

Have you ever caught a maintenance misunderstanding through your own records? Share your experience below — I’d love to hear your strategy.