As a landlord or building owner, you know that happy, reliable tenants pay their rent and keep your properties full.
A landlord’s job is challenging, even in the best of times. If you use a property management company to help run the day-to-day business, your plate is likely still quite full. If you do it all yourself, chances are the last few years have been some of your tenure’s toughest.
Since the COVID-19 epidemic, the rental landscape has changed drastically, and renters’ needs and capacities have changed, too. Information and best practices have shifted to a “new normal” as government regulations, health information, and the economic picture continue to evolve. It can be challenging to mix the old ways with the new, but we’ve assembled a landlord resource toolkit to help you navigate some everyday situations and keep your reliable tenants as happy as possible.
The Landlord Resource Toolkit
It’s always best practice to seek professional legal advice as questions arise. Housing restrictions and regulations are tricky, and you need an advisor who can help protect your interests. This information is a starting point, but you should always seek legal advice before you proceed.
1. Happy Tenant, Happy Life
We all know happy renters are easier to work with. Happy renters usually pay their rent on time, are satisfied with their dwelling, and take care of their unit. They’re more flexible and easier to work with when you need to make building updates or repairs. Remember, your tenants will treat you the way you treat them. Here are some suggestions on how to retain happy renters from All Property Management:
- Be Friendly and Welcoming: Establish a good relationship with your tenants. To avoid foreseeable conflicts, make sure your rental agreement clearly states the rent and fees, and which party is responsible for certain maintenance or repairs.
- Be Professional: Make sure you or your management company are available for phone calls and return them promptly. Make repairs and cosmetic changes in a reasonable time period. Let your tenants know that you care about their concerns and are taking them seriously.
- Be Respectful of Your Tenant’s Privacy: Don’t enter their apartment unannounced unless it is an emergency and be sure to alert them at least 24 hours before entering when if you need access to their apartment.
Check out the following resources on improving your landlord/tenant communication.
- TurboTenant: The TurboTenant blog also offers some great insights and information on tenant communication. Different tenants have different needs and various communication styles. Understanding how to best communicate a point is incredibly valuable and helps prevent unpleasant conflicts.
- Landlord/Tenant Communication: Good communication between landlords and tenants is a crucial component of property management. These are some ways to ensure you and your renters are on the same page.
2. Building Maintenance and Tenant Well-Being
When undertaking repairs in a unit, it’s essential to prioritize your staff’s safety and the comfort of your tenants. Everyone must use best safety practices, such as continuing to provide any necessary personal protective equipment (PPE) and ensuring your team stays updated on health and safety guidelines. Staff should also be sensitive to renters’ needs and concerns, such as wearing masks or implementing other precautions as required.
Considering that many renters may be working or attending classes from home, minimizing disruptions caused by loud repairs is essential. Landlords should demonstrate flexibility when scheduling less urgent updates to maintain tenant satisfaction. Respect for tenant privacy, adherence to agreed-upon timelines, and notifications for non-emergency maintenance are key policies to uphold.
For further guidance on handling repairs, refer to relevant resources on property maintenance and tenant relations, such as:
- The Tenant Resource Center: Geared toward tenant rights, the tenant resource center still offers some excellent advice for landlords. The Resource Center helps put questions like “how to handle repairs” in a tenant-centric framework, allowing you to understand some of their concerns.
- Nolo Network Blog: Nolo integrates several legal websites, including Divorcenet.com and AllLaw.com. It offers a listing of guidance and resources by state, including Wisconsin, Indiana, and other midwestern landlords. This post discusses the legal aspects of maintenance, repairs, and entry to the rented property.
3. Health and Safety Guidelines
Some steps for keeping your building safe include urging cleaners to pay close attention to all touchpoints throughout the building. Frequently clean areas like door handles, the front desk, and common areas like the elevator or lobby.
Pay attention to local and state health alerts and emergencies. Share resources with both your staff and tenants so they know how to stay safe in times of crisis. Continue offering hand sanitizer stations or alcohol wipes near doors, elevators, and mailbox areas to let your renters and visitors know you are concerned for their well-being.
Local, State, and Federal Emergency Agencies
The Wisconsin Department of Health Services and Indiana Health Department are helpful resources for our region. Check with your county and city health department for local regulations, restrictions, and the latest health advice.
The Centers for Disease Control and Prevention (CDC) website is a valuable resource for health concerns and outbreaks. It regularly updates information and shares the latest findings and what to do if another health crisis arises.
5. Handling Rent Payment Issues
There are occasions, especially during a crisis, when some renters may face financial hardships that leave them unable to pay their rent on time. Navigating these waters can increase the strain on landlords and building owners.
Prompt rent payment is vital for your business and is the most common reason for tenant eviction. No one wants to make the difficult choice of evicting a tenant. Evictions mean legal paperwork, loss of income, and empty units that can be tough to fill. It’s essential to be aware of tenant rights and to consult with legal counsel before you proceed. Landlords should also familiarize themselves with the small business protections and available assistance.
Now that the pandemic is over, the moratorium on evictions no longer applies in most states. The financial stress was difficult for everyone—building owners and renters alike. If you need help, consider using the following resources:
- The Landlord Tenant Guide (Wisconsin): The Wisconsin Department of Agriculture, Trade, and Consumer Protection (DATCP) provides a rundown of landlord and tenant rights and responsibilities.
- Rent Relief Resources (U.S. Department of Housing and Urban Development): The HUD page addresses ways renters can find assistance, landlord and tribal resources, and information on eviction.
- Best Investment Property Loans: The pandemic created economic chaos for many renters and property managers. If you are looking for a lender to help your business, Investopedia evaluated nineteen lenders to find the best investment property loan options.
- Rental Property Association of Wisconsin (RPA): You can help your renters find ways to make rent payments. The RPA has a great list of links, including mediation, emergency rent assistance, energy assistance, and unemployment benefits often used by property managers around the state.
6. Filling Vacancies
When you’re desperate for new tenants, how do you avoid coming off as, well, desperate? The key to attracting tenants during downtimes is to get creative. In today’s post-pandemic world, offering options like virtual tours and leasing has become much more common and makes a massive difference in drawing in new renters.
Take the time to make a video and photograph the unit you’re hoping to rent. Even if it’s an empty unit, you can help potential tenants envision it as their new home. Don’t be afraid to narrate the video, too—explaining that the box in the corner is a heater or that you allow small pets can benefit renters trying to decipher details from a video.
Another word of advice—don’t settle! It’s tempting to skip references and avoid screening when you have vacancies to fill. Continue to run credit checks. If you require proof of income, check their job reference and make sure the pay stub is current. Again, if there are extenuating circumstances, you may have to adjust, such as requesting a co-signer on the lease.
For ideas on lowering vacancies, check out the following:
- Avail: 6 Tips for a Virtual Apartment Tour: The guide from landlord resource Avail outlines ways to make a virtual tour more appealing to a renter. Photos and a video can help you stand out from other rental options, especially when interest in potential leasers is down.
- Worthwhile Property Repairs & Improvements: Make your units and your building a place renters can be proud of. There are property repairs and improvements you can do no matter your budget or building situation.
7. Other Helpful Items for Your Landlord Resource Toolkit
The past few years have changed many aspects of the industry, including a shift in tenant expectations, safety measures, and more. Stay up on the latest resources and information to help you move forward.
Need more help? Here are a few landlord resource toolkits and guides we’ve found helpful:
- American Apartment Owners Association: The AAOA website provides comprehensive landlord resource pages open to all guests. These pages include legal webinars, sample forms, news, and assistance.
- Lawyers.com: Internet research is no substitute for an attorney’s advice, but Lawyers.com does offer a database of federal, state, local, non-profit, and private resources for landlords. This list can be an excellent place to start, especially if you seek basic guidance. You can start with this post on landlord rights and responsibilities.
Reliable Water Services is Here for You
Hot water is critical to health, sanitation, and safety in general, but it’s especially vital to the industries we serve. Health and safety are more significant concerns, and adopting new safety best practices is essential to your tenants and staff. Add Reliable Water Service to your tenant resource pamphlets and emergency contact lists so your tenants know their needs will be addressed. Our main priority has always been ensuring our customers have hot water. We continue to provide 24/7 water heater services, ensuring you have the hot water your business relies on. Our team at RWS has always viewed the relationship with each of our customers as a partnership. Through this partnership, we will work together and get through any challenges that may come our way. As always, should you need service, contact us 24/7 at 1-800-356-1444.
