How to Set Clear Expectations with New Tenants: A Landlord’s Guide

To be a successful landlord, you’ll need to set clear expectations with new tenants. This can help you avoid potential conflicts and misunderstandings, as well as ensure a smooth rental experience for both parties. So, whether it’s regarding rent payments, repairs and maintenance, property damage, or anything in between, let them know your expectations from the beginning. Here is a guide by American Heritage Properties on how to go about setting clear expectations with new tenants!

Be Clear About Rent Details 

Don’t just tell the resident how much rent they will be paying each cycle and stop there. To ensure they pay rent on time, every time, specify all rent-related details. For instance, note when rent becomes due, such as on the first day of every month. If providing a grace period, specify the number of days that will be. Then make sure to clarify the acceptable payment methods and whether or not you’re offering grace periods. 

Finally, check for any state laws in this regard. Some states have rules on things like grace periods, and how much late fees a residential landlord can charge.

Inform Resident of Their Repair and Maintenance Responsibilities 

Take the resident through a list of what they are responsible for when it comes to repairs and maintenance. Generally speaking, most leases agreement require residents to do the following in this regard:

• Notify the landlord of maintenance issues promptly. 
• Fix minor issues, like replacing burnt light bulbs and worn smoke detector batteries. 
• Not cause negligent damage to the property. 

Additionally, communicate the process for requesting maintenance and repairs. Also, let them know how long they can expect repairs to take once a request has come in. When tenant understand their responsibilities and how to communicate their needs to you, property maintenance becomes more manageable.

Explain Your Policy on Property Damage

Security deposit deductions are usually one of the main sources of landlord-tenant conflicts. A resident may move out thinking they have returned the property to an acceptable state, but the landlord may disagree. Eventually, the matter may land in a small claims court. To avoid such a scenario, clearly explain your policy on property damage. Let the resident know what types of damage constitute normal wear and tear versus damage. 

For examples:

• Normal wear and tear refers to damage that occurs due to normal, everyday use. This can include loose door handles, gently worn carpets, small nail holes, and faded paint. This is the landlord’s responsibility to fix. 
• Excessive damage occurs due to avoidable, intentional, or negligent acts. Examples include broken windows, large holes in the wall, stains on floors, and torn blinds. This is the resident’s responsibility to fix or the cost of repairs will come out of their security deposit.

To further establish a clean baseline, conduct move-in inspections and document the state of the investment property at start of the tenancy. This will ensure that everyone is on agreement of existing damages. When the tenant is moving-out, conduct another inspection. You’ll be better able to identify normal wear and tear and property damage when you have the move-in inspection to refer to. Whenever conducting inspections, however, make sure that you’re respecting the tenant’s privacy and adhering to state rental laws. 

Explain the Reasons that May Lead to Eviction

A lease contractually obligates a resident to abide by certain terms. For example, paying rent on time, taking care of their rented premises, reporting repair and maintenance issues, and moving out after their lease expires. If the resident fails to do any of these, you could evict them from the property. 

So, to avoid potential misunderstandings, take them through all the obligations they must fulfil. You should also detail what actions could be deemed as lease violations and warrant an eviction. A clear understanding of rental policies and their penalties can reduce conflict and ensure a more stable tenancy for all parties involved. 

Have Clear Communication Channels

The goal is to make it easier for residents to get in touch with you whenever they have any concerns. When residents know exactly how and when to reach you, it can reduce friction and prevent emergencies. To establish clear communication channels, choose one or two official channels for every interaction. These can be an email, a phone number, and/or even a property management software. Next, set the “office hours” and response times. This is important in managing expectations from day one. You also need to establish clear emergency procedures so San Diego tenants can communicate needs more quickly.

Bottom Line 

There expert tips on how to set clear expectations can help lay a foundation for a solid landlord-tenant relationship. Ideally, lay out these expectations before the resident signs the lease to ensure they know what they will be getting themselves into. If you need help managing your rentals, consider the benefits of working with local professionals. American Heritage Properties provides quality property management services to rental property owners in San Diego, CA. We have over 40 years of experience, and can help you maximize your return on investment and minimize stress. Get in touch to learn more!