To simplify how refrigerator water filters are replaced across our managed homes, reduce unnecessary waste and cost, and set clear expectations for owners and staff.
Overview
Most refrigerator manufacturers recommend replacing water filters every 6 months, but this frequency is overly aggressive and designed to increase sales — not necessarily to improve performance.
In reality, for our usage patterns and guest turnover, once per year is sufficient to maintain water quality and appliance function.
Our Filter Program ensures each home receives one replacement refrigerator filter per year, with minimal logistics and without adding unnecessary complexity for warehouse or field teams.
How It Works
Frequency:
- Filters are replaced once annually.
- Acme staff or vendors will replace the filter and reset the filter indicator light at that time.
Ordering:
- Filters are ordered based on each refrigerator’s specific model number.
- To keep the process simple and reduce logistics, filters are shipped directly to the property.
Owner Responsibility:
- During onboarding, owners are asked to set up an auto-order subscription (for example, through Amazon or the manufacturer’s website) to deliver a new filter every June.
- The shipment address should be the property address, not the company warehouse. Filters sent to the warehouse often arrive without identifying information and can be misplaced.
- If an owner chooses to manage this themselves and does not set up auto re-order, no filter will be received or installed.
Tracking & Scheduling
- Delivery of a filter to the property prompts the change.
- Once the filter arrives, we will install it soon and write the installation date on the filter itself.
- After installation, we reset the filter warning light or chime.
Guest Reports Regarding Filter Lights
If a guest reports that the refrigerator’s filter light is on, follow these steps:
- Do not dispatch staff or vendors solely to replace the filter.
The filter light is not an urgent maintenance issue — it only indicates time since last reset, not water quality or safety. - Agents should check the property record to see when the last filter replacement was completed.
- If the filter was replaced within the past year, document in the task that the filter is current and no action is required.
- Politely inform the guest that the light simply indicates a reminder interval and that filters are replaced annually under our maintenance program.
- Even if the guest insists, no service call should be scheduled unless the water quality is visibly or taste-wise affected.
- Add a note in the task confirming that the guest was informed and reference this knowledge base policy.
Owner Responsibilities
- Set up auto-delivery for the correct filter once per year, shipped directly to the property.
- If no filter is on-site, Acme staff or vendors will simply reset the light until a replacement arrives or the next annual inspection.
- If managing your own filter, please write the change date on the filter with a Sharpie so we can track it.
- No additional communication will occur unless initiated by the owner, except at the annual inspection.
Staff Responsibilities
During annual maintenance or the scheduled visit:
- Check for filters in or around the home.
- Look for the written change date on the filter.
- Replace the old filter if a new one is available.
- If no new filter is on-site or the replacement is overdue, contact the owner with:
- Refrigerator make and model
- Last recorded change date
- A link to this knowledge base policy for reference.
- Refrigerator make and model
- Reset the filter indicator light.
- Note the replacement date in the property record.
Policy Summary
Our goal is to create a system that:
- Works 80–90% of the time with minimal effort.
- Avoids unnecessary complexity or inventory management.
- Keeps costs low for owners and Acme.
- Ensures owners stay informed and responsible for consumable items.
We understand that filters might occasionally get lost or delayed, but the focus is simplicity and consistency — not perfection.
Example of Recommended Setup
- Owner sets up auto-order:
Amazon → Subscribe & Save → “GE XWFE Refrigerator Water Filter” → Deliver every 12 months → Ship to 123 Palm Lane, Palm Springs, CA - Acme staff or vendor notes:
“Filter replaced March 2025 — next due March 2026.”
Key Takeaways
- Replace once a year, not every 3–6 months.
- Filters are shipped directly to the property.
- Do not send staff for guest-reported filter lights.
- Keep it simple, efficient, and consistent.
- Owners handle ordering; Acme staff or vendors handle installation and tracking.