When a tenant texts “no heat” on a cold night, it feels like a five-alarm fire. But a lot of “heat not working rental” calls turn out to be simple issues, like a thermostat setting, a tripped breaker, or a clogged filter.
The goal isn’t to play technician. It’s to rule out the obvious, document what’s happening, and know when to stop and call a pro. This checklist is written for rental property landlords who want faster answers, fewer repeat trips, and fewer after-hours surprises.
Start with safety and urgency (don’t troubleshoot past this)
Before you ask the tenant to try anything, get two quick facts: indoor temperature and any safety warning signs.
Stop and call for help immediately if the tenant reports:
- Gas smell, rotten-egg odor, or hissing near equipment
- Smoke, sparks, burning odor, or melted wires
- Carbon monoxide alarm sounding (or symptoms like dizziness or nausea)
- The furnace area is wet, flooding, or actively leaking
If any of those come up, tell the tenant to leave the area, and contact emergency services or the gas utility if appropriate. For general guidance on seasonal upkeep that can prevent some breakdowns, see this HVAC maintenance checklist for fall.
If it’s simply “it’s cold and the heat won’t come on,” move to the next step.
Get the right details from the tenant (your 2-minute diagnosis)
Most delays happen because everyone is guessing. Ask for clear, specific info, and save it in your work order notes.
Ask the tenant to send:
- A photo of the thermostat screen (or a short video)
- The current indoor temp and the set temp
- The type of system if they know it (furnace, heat pump, wall unit)
- Any sounds (clicking, humming, fan running but no heat)
- Any recent changes (power outage, filter change, renovations, new furniture blocking vents)
This matters even more with remote rental property maintenance, since you can’t walk in and look around.
Photo-realistic image prompt (thermostat): Close-up of a modern digital thermostat on a beige wall, showing “HEAT” mode and a setpoint of 72°F, soft indoor lighting, shallow depth of field, realistic texture on the wall paint.
Thermostat checklist (the most common “no heat” cause)
Thermostats are like the TV remote, one wrong button and nothing works.
Have the tenant check, in order:
- Mode: Set to HEAT, not COOL or OFF.
- Setpoint: Raise the set temp 3 to 5 degrees above room temp.
- Fan setting: Set to AUTO (ON can confuse the situation because the fan may run without heat).
- Schedule: If it’s a programmable thermostat, override the schedule temporarily.
- Batteries: If the screen is dim or blank, replace batteries (common on older stats).
- Display message: Some thermostats show “Wait” or “Delay.” Tell them to wait 5 minutes.
If the tenant has a smart thermostat, ask if it shows “offline.” A Wi-Fi problem can prevent remote changes, but the thermostat should still call for heat locally.
Power checks (breakers, switches, and the “it was half-tripped” problem)
If the thermostat looks correct, the next “simple fix” is power.
Ask the tenant to check:
- The breaker panel for a tripped breaker labeled furnace, air handler, HVAC, or heat
- A wall switch near the furnace (sometimes it looks like a light switch and gets flipped)
- Any GFCI outlet that might feed the unit (rare, but it happens in garages and basements)
Important: Tell the tenant not to remove equipment covers. Keep it to visible switches and the breaker panel only.
If a breaker keeps tripping, stop the checklist and call HVAC. Repeated resets can damage equipment and create risk.
Airflow problems that feel like “no heat” (filters and blocked vents)
A system can be running, but poor airflow makes rooms feel icy. This is common in any rental house where tenants forget filters or block vents with furniture.
Have them check:
- Air filter: If it’s dirty and gray, replace it. If they don’t have the size, ask for a photo of the label on the old filter frame.
- Supply vents: Make sure they’re open, not covered by rugs or sofas.
- Return vents: Clear boxes, coats, and drapes away from returns.
A clogged filter can also trigger safety shutoffs on some systems. For a broader rental walkthrough mindset, this rental property inspection checklist is a helpful reference for what tends to get missed between visits.
Photo-realistic image prompt (filter swap): Tenant’s hands sliding a dusty pleated HVAC filter out of a return grille, visible dust buildup, hardwood floor below, natural daylight, sharp detail and realistic shadows.
Heat pumps: “It’s blowing cold air” can be normal (for a moment)
If the property has a heat pump (common in parts of Georgia), tenants often report “cold air” when the system is in a defrost cycle or when the auxiliary heat hasn’t kicked in yet.
Ask:
- Is the outdoor unit running and the indoor fan blowing?
- Does the thermostat show AUX or EM HEAT?
- Is the air slightly warm after 10 minutes, or truly cold the whole time?
If it’s truly cold air for 15 minutes plus, or the system short-cycles (starts and stops), that’s a service call. Heat pump troubleshooting can get technical fast, and you don’t want a tenant guessing.
High-efficiency furnace clue: water near the unit
Some modern systems have a safety float switch that shuts heat off if the drain line backs up. Tenants might report “it was working, then stopped,” and you might find water around the furnace area.
Have them look for:
- Puddles near the indoor unit
- A wet closet floor around the air handler
- A dripping pipe near the unit
If water is present, tell them to stop running it and schedule service. Water plus electrical components is a bad mix.
A quick symptom-to-action table (useful for remote decisions)
| What the tenant reports | Likely issue | Best next step |
|---|---|---|
| Thermostat screen blank | Dead batteries or no power | Replace batteries, check breakers |
| Fan runs, no heat | Heat call not engaging, safety lockout, or fuel issue | Verify thermostat HEAT and setpoint, then call HVAC |
| Heat works in some rooms only | Airflow or duct balance | Check vents, returns, and filter |
| Burning smell for first 5 minutes | Dust burn-off after months off | Monitor briefly, stop if it continues |
| Repeated clicking, no ignition | Ignition or control issue | Stop and call HVAC |
For property teams building a preventative plan across multiple units, this HVAC preventive maintenance essentials checklist is a solid overview of what should happen before cold weather complaints pile up.
When to stop troubleshooting and call HVAC (the hard line)
Use this as your boundary. Call HVAC when:
- The tenant did the thermostat and power checks, and it still won’t heat
- Breakers trip again after reset
- You hear or smell anything “off” (burning, electrical, gas)
- The system starts, then shuts off within a minute or two
- Indoor temps are dropping fast, or a vulnerable tenant is at risk
At that point, your job is coordination, not diagnosis.
Landlord workflow: document, dispatch, and protect the property
A clean process saves money in rental real estate maintenance and reduces tenant frustration.
Documentation basics:
- Save thermostat photos, short videos, and temperature readings
- Log the time and any weather notes
- Note what steps the tenant tried and what changed
If you’re managing atlanta rental property maintenance from out of town, this is where a boots-on-the-ground partner matters. We handle atlanta real estate repairs and maintenance for owners and landlords who don’t live in Atlanta, including rental real estate repairs, rental property repairs, and HVAC coordination when “heat not working rental” turns into a true service call. We also help with remote rental property repair, so you don’t have to fly in or beg a neighbor for favors.
If you’re searching for a reliable rental property maintenace company atlanta owners can call when tenants report no heat, focus on responsiveness, clear documentation, and follow-through, because winter problems don’t wait for business hours.
Photo-realistic image prompt (technician visit): HVAC technician kneeling beside an open furnace in a utility closet, wearing gloves, checking wiring with a flashlight, clean tools on the floor, realistic indoor lighting, sharp detail.
Conclusion
A “no heat” message can mean anything from a dead thermostat battery to a real equipment failure. A simple checklist helps you respond faster, avoid wasted trips, and keep your tenant calm. If the issue crosses into safety, repeated breaker trips, or unexplained shutdowns, stop guessing and get professional help. The best outcome is steady heat, clear notes, and less stress for everyone involved.