As a landlord or property manager, you have a lot on your plate. Between finding and screening tenants, collecting rent, and maintaining the property, there’s a lot to keep track of. Here are 10 tips to help make managing your rental property a little bit easier.

1. Keep detailed records

Keep track of everything related to your rental property, from income and expenses to repair and maintenance records. This will not only help you stay organized, but will also come in handy if you ever need to provide proof of ownership or address any issues with your property.

To keep track of income and expenses, the best practice is to create a separate bank account for your rental property. This will help you keep track of all money coming in and going out, and will make tax time much easier. You should also keep detailed records of all expenses, including receipts whenever you manage rental property.

When it comes to repair and maintenance records, it’s best to keep a file for each rental unit. This should include records of all repairs and maintenance that have been done, as well as any pending work that needs to be done. Keeping detailed records will not only help you stay on top of repairs and maintenance, but will also be helpful if you ever need to dispute a damage claim from a tenant.

2. Screen tenants carefully

It’s important to carefully screen tenants before allowing them to move in. This includes running a credit check and criminal background check, as well as verifying their employment status and income. By taking the time to screen tenants carefully, you can help avoid problems down the road.

Here are some best practices to follow when screening prospective tenants:

1. Get tenant screening done through a reputable company. There are many tenant screening services out there, so do your research to find one that is reliable and has a good reputation.

2. Make sure you run a credit check as part of the tenant screening process. This will give you a good idea of the tenant’s financial history and whether they are likely to pay their rent on time.

3. Don’t forget to run a criminal background check as well. This will help you weed out any tenants who have been convicted of serious crimes in the past.

4. Verify the tenant’s employment status and income before you approve them for your rental property. This will help ensure that they can afford the rent and are likely to pay on time.

By following these best practices, you can help ensure that you find the right tenant for your rental property.

3. Set up a rental agreement

A rental agreement is a legally binding document that outlines the terms of the tenancy, such as the rent amount, length of the lease, and rules regarding pets, smoking, and noise levels. Having a rental agreement in place can help protect your rights as a landlord and prevent misunderstandings between you and your tenant.

For example, if the rental agreement states that the tenant is responsible for paying utilities, then the tenant can’t later claim that they weren’t aware of this responsibility. Similarly, if the lease term is six months and the tenant wants to move out after three months, the rental agreement can be used to enforce the lease term and require the tenant to pay for the remaining three months.

In short, a rental agreement is a valuable tool for landlords who manage rental property. Be sure to consult an attorney to draft a rental agreement that meets your specific needs.

4. Conduct regular maintenance

It’s important to regularly inspect your rental property and address any maintenance or repair issues in a timely manner. By keeping up with regular maintenance, you can help avoid larger problems down the road and keep your tenants happy.

Rental property maintenance is important for many reasons. First, it helps to ensure that the property is safe and habitable for tenants. Second, it can help to prevent small problems from becoming big (and expensive) problems down the road. Third, it helps to maintain the value of the rental property. And fourth, it shows tenants that you are attentive and invested in the property.

The best way to conduct rental property maintenance is to schedule regular inspections. This way, you can identify and address any potential problems before they have a chance to cause significant damage. In addition, be sure to keep a detailed maintenance log for your rental property. This will come in handy if you ever need to provide proof of routine maintenance or repairs to tenants or prospective buyers.

5. Know your local laws

Before you become a landlord, it’s important to familiarize yourself with state and local landlord-tenant laws. These laws cover a wide range of topics, from security deposits to eviction procedures. By understanding the laws that apply to you, you can avoid violating any laws and protect your rights in the event of a dispute.

There are many different rules that may be included in landlord-tenant laws. For example, some laws may require landlords to provide a certain amount of notice before entering a rental unit. Others may place limits on how much a landlord can charge for rent or security deposits. Still others may specify the procedures that must be followed in the event of an eviction.

To learn more about landlord-tenant laws in your area, you can contact your state or local housing authority. You can also check with organizations like the National Association of Real Estate Investors or the American Apartment Association. These organizations can provide you with information about federal, state, and local laws that apply to rental property.

It’s also a good idea to consult an attorney specializing in landlord-tenant law to get advice specific to your situation. By taking the time to learn about landlord-tenant laws, you can help ensure a smooth relationship with your tenants.

Photo by Christin Hume on Unsplash

6. Collect rent on time

As a landlord, it’s important to collect rent from your tenants on time, every month. If you have a tenant who is late with their payments, you may need to take action to evict them or terminate their lease agreement. There are several different methods for collecting rent, and each has its own benefits and drawbacks.

One popular method is to use an online rent payment system. This benefits both the tenant and the landlord by making it easy to track payments and view transaction history. Online rent payments can also be automated, so the tenant doesn’t have to remember to send a check every month. Another benefit is that online payments can be processed immediately, so the landlord doesn’t have to wait for a check to clear.

However, online rent payments may not be an option if your tenants don’t have access to a computer or the internet. In this case, you’ll need to use another method of collecting rent, such as mailing a check or coming by to collect the payment in person. Each of these methods has its own advantages and disadvantages, so you’ll need to decide which is best for your situation.

No matter which method you use to collect rent, be sure to keep accurate records of all transactions.

7. Be available for your tenants

As a landlord, it’s important to be responsive to your tenants’ needs. By being available and taking the time to address any questions or problems, you can help maintain a good landlord-tenant relationship. Good communication is key to addressing any issues quickly and efficiently.

Additionally, by being responsive, you can help prevent small problems from becoming bigger ones. If your tenants feel like you are accessible and concerned with their experience as renters, they are more likely to take good care of your property and renew their lease.

Rental property management software can help to improve communication between landlords and tenants. For example, many platforms allow tenants to submit repair requests online. This means that landlords can address problems quickly and efficiently.

In addition, some property management software platforms also offer tenant portals. This gives tenants a central place to view important information, such as the status of their repair requests. As a result, rental property management software can help to make the landlord-tenant relationship much smoother.

8. Handle repairs quickly

As a landlord, you know that tenant maintenance requests are inevitable. No matter how well you take care of your rental property, there will always be something that needs to be repaired or replaced.

While it may be tempting to put off repairs until you have more time or money, it is important to handle them as quickly as possible. There are several benefits to doing so. First, it shows your tenant that you take their concerns seriously and are willing to take care of them in a timely manner.

Second, it can help to prevent further damage to your property. If a tenant reports a slow leak in their kitchen sink, for example, fixing it right away can prevent the cabinets from being damaged by water. Finally, quick repairs can help to maintain good tenant relations. If you are responsive to your tenant’s needs, they are more likely to be satisfied with their rental experience and less likely to move out.

9. Address problems early

As a landlord, it’s your responsibility to manage your rental property and keep it in good condition. But sometimes, even the best landlords can run into tenant problems.

If you notice any problems with your tenants, such as disruptive behavior or excessive noise, it’s important to address the issue early on. By nipping problems in the bud, you can help avoid larger issues down the road.

Here are a few tips to help you keep tenant problems to a minimum:

• Be clear about your expectations from the start. When you first renting out your property, be sure to go over your expectations with your tenants. This will help set the tone for how you expect them to behave while living in your property.

• Stay involved and keep an eye on things. It’s important to stay involved with your property and check in on things from time to time. This will help you stay on top of any potential problems that may be developing.

• Be proactive about maintenance and repairs. By keeping on top of maintenance and repairs, you can help avoid larger issues down the road. This will also make your tenants feel cared for and appreciated, which will encourage them to take good care of your property.

• Be responsive to tenant concerns. If a tenant comes to you with a concern, be sure to address it in a timely manner. This will show them that you care about their wellbeing and that you’re willing to work together to solve any problems that may arise.

By following these best practices, you can help keep tenant problems to a minimum and manage your rental property effectively.

10. Be prepared for the unexpected

No matter how well you manage your rental property, there will always be some things that are out of your control. From tenant turnover to natural disasters, it’s important to be prepared for the unexpected and have a plan in place to deal with any unforeseen circumstances.

Here are a few things you can do to prepare for the unexpected:

• Have an emergency fund set aside specifically for your rental property. This way, if something does happen, you’ll have the money you need to make repairs or cover other expenses.

• Create a network of trusted professionals who can help you in case of an emergency. This might include a handyman, plumber, electrician, etc.

• Stay up to date on your insurance coverage. Make sure you have adequate coverage in case of damage to your property or liability claims.

• Be familiar with the laws and regulations governing landlords in your area. This way, if something does happen, you’ll know exactly what your rights and responsibilities are.

By taking these steps, you can help minimize the impact of the unexpected on your rental property business.

Final thoughts

By following these 10 tips, you can help manage your rental property effectively and avoid common problems. From screening tenants carefully to being prepared for the unexpected, taking some time to plan ahead can make a big difference in how smoothly your rental property runs.

Credits: Photo by Icons8 Team on Unsplash, blog post by J. Scott Digital freelance copywriting services.