Being a good landlord involves more than collecting rent and maintaining a property. It means communicating clearly, respecting tenants’ rights, responding to concerns, and applying policies consistently. Here are nine ways to build positive landlord-tenant relationships while meeting your legal responsibilities.
Key Takeaways
- Good landlords communicate clearly, respond to maintenance requests, respect tenants’ privacy, and follow applicable rental laws.
- Written lease terms and consistently applied policies can help prevent misunderstandings throughout a tenancy.
- Landlords should follow local rules for rent payments, security deposits, property entry, and eviction procedures.
- Tenant screening should use lawful, relevant criteria applied consistently to applicants, with reasonable accommodation requests considered when required.
Contents of This Article:
Why Is Being a Landlord Difficult Sometimes?
Managing a rental property comes with challenges. Late payments, maintenance needs, lease violations, and unexpected expenses can be stressful. Even when a problem is frustrating, landlords should respond professionally, follow the lease and applicable law, and treat tenants consistently.
However, if you can pull it off and build healthy tenant/landlord relationships, it’s likely that your job will be much easier. You’ll probably even create a better rental experience and potentially reduce turnover. Today, we’ll review how landlords and property managers in Northern Virginia can work toward positive and healthy relationships with tenants.
How to Be a Good Landlord to Your Tenants
Good landlord practices should be part of every tenancy. Clear communication, timely maintenance, respect for privacy, and consistent policies can help prevent misunderstandings and build trust. Here are nine ways to put those practices into action.
- Know the Laws in Your State
- Communicate Effectively With Tenants
- Respect Your Tenants’ Privacy
- Listen and Be Compassionate
- Keep Your Property Well-Maintained
- Make a Good Impression at the First Walk-Through
- Set Fair Rental Rates and Security Deposits
- Explain Your Rules/Terms to Tenants in Detail
- Use Consistent, Lawful Tenant Screening Criteria
Know the Laws in Your State
First and foremost, it’s crucial for landlords and property managers to know the laws regarding rental properties. Not only will breaking the law lead to issues with your tenant – it could also mean that you’ll end up in court defending yourself.
However, you can’t adhere to the laws if you don’t know them! As such, you’ll want to look up all applicable rental laws in your state and local jurisdiction. That way, you can ensure your business practices are fair and compliant with federal, state, and local laws.
Communicate Effectively With Tenants
Almost nothing is as frustrating to a tenant as an unresponsive landlord. Think about it – problems with a property could happen any time – day or night. So, you need to be available to help with those problems when they arise, even if it’s an inconvenient time.
Let tenants know how to submit routine questions and maintenance requests, when they can expect a response, and how to report an emergency outside regular business hours. Clear expectations help tenants get timely assistance and help landlords manage requests effectively.
Respect Your Tenants’ Privacy
Respect tenants’ privacy and avoid unnecessary questions or unannounced visits. Before entering an occupied rental, follow the lease and applicable law regarding notice, timing, and permitted reasons for entry. When possible, communicate the reason for the visit and coordinate a convenient time with the tenant. Entry rules and emergency exceptions vary by location.
Listen and Be Compassionate
A tenant may experience a temporary financial setback or another challenge during their tenancy. Listen to their concerns, explain the available options, and consider a lawful payment arrangement when appropriate. Put any agreed terms in writing and apply your policies consistently. Landlords should also review requests for reasonable accommodation when they arise.
If rent remains unpaid, follow the lease and the notice and eviction procedures required in your jurisdiction. Do not attempt to remove a tenant or change the locks outside the legal process.
Keep Your Property Well-Maintained
Provide a clear way for tenants to report maintenance issues, respond promptly, and complete repairs within any deadlines required by applicable law. Prioritize conditions that affect health or safety, and keep tenants updated about the repair schedule.
If you don’t live close enough to the property to address repair needs quickly, consider professional property management services. That way, you won’t have to worry about urgent maintenance concerns that you can’t tend to yourself.
Make a Good Impression at the First Walk-Through
When you first meet your tenant at the property, be dressed professionally and avoid asking intrusive questions. You’ll also want to immediately address any of their concerns about the property so they feel confident that you will fix problems quickly in the future.
To go the extra mile, provide your tenant with a welcoming gift basket. Consider including a list of the best local restaurants, your contact information, and some water or snacks to help make the move-in process a bit easier for them.
Set Fair Rental Rates and Security Deposits
Set rent based on the property, comparable rentals, and applicable local requirements. Before collecting a security deposit, check the rules in the property’s jurisdiction for deposit limits, handling, and return deadlines.
Offer clear, accessible ways to pay rent. Online payments and autopay may be convenient for some tenants, but make sure payment methods and any processing fees comply with applicable law. Disclose the available options and fees before tenants choose a method.
Explain Your Rules/Terms to Tenants in Detail
Let’s face it—your tenants can’t possibly be expected to respect rules that they aren’t aware of. So, be sure you go over all of your rules/terms in as much detail as possible. That way, there is no confusion about what is allowed and what is not. This will help you avoid unnecessary conflict with your tenants in the future, keeping your tenant/landlord relationships in good shape.
Apply lease rules consistently, and consider reasonable accommodation requests when required by fair housing law.
Use Consistent, Lawful Tenant Screening Criteria
A positive landlord-tenant relationship begins with a clear, consistent application process. Establish written screening criteria related to an applicant’s ability to meet the lease terms, and apply those criteria consistently to every applicant. Verify relevant application information and references, and conduct credit or other permitted screening in accordance with federal, state, and local law.
Review reports for accuracy, consider reasonable accommodation requests when applicable, and provide any required notice if information in a consumer report contributes to an unfavorable decision. Screening rules vary by location, particularly for criminal history and rental records.
Frequently Asked Questions
What makes someone a good landlord?
A good landlord follows applicable laws, maintains the property, communicates clearly, respects tenants’ privacy, and handles concerns promptly and professionally.
How can landlords build better relationships with tenants?
Set clear expectations at move-in, explain how tenants can request repairs or report emergencies, respond within reasonable time frames, and keep tenants informed when an issue takes time to resolve.
Can a landlord enter a rental property without notifying the tenant?
Entry rules vary by location and by the reason for entry. Landlords should follow applicable notice and timing requirements, along with any lawful emergency exceptions, before entering an occupied rental.
How should landlords handle a tenant who is late on rent?
Communicate about the balance due, consider lawful options such as a written payment arrangement when appropriate, and follow the required notice and court process if the issue remains unresolved. Review any related reasonable accommodation request as required by fair housing law.
What should landlords consider when screening applicants?
Use written, relevant criteria and apply them consistently. Follow local restrictions on screening information, check reports for accuracy, and provide required notices when a consumer report contributes to an unfavorable decision.
Get Help From a Professional Property Management Team
If you need help keeping up with the day-to-day responsibilities of managing a rental, a professional property management team can help. Our team can help you with many different tasks, including rent collection, maintenance, and tenant screening. That way, you can save time, reduce costly tenant turnover, and gain all the other benefits of professional property management.
If you’re interested in working with us or learning more about how we can help your rental properties, contact us today!
