Building a strong, positive relationship with your property manager can make all the difference in your renting experience. Whether you’re new to renting or have been a tenant for years, knowing how to foster open communication and mutual respect with your property manager is essential.

A healthy tenant-manager relationship can lead to an overall more pleasant renting experience, with faster maintenance responses, greater flexibility with lease terms, and smoother resolution of any disputes. If you wanna know how you can cultivate a positive dynamic that benefits both you and your property manager, we’ve got you covered.

Communication is key

First and foremost, clear and respectful communication is the bedrock of any good relationship. When you need to reach out to your property manager, make it a habit to respond promptly to their emails, texts, or calls. If you’re reporting a maintenance issue, be as specific as possible; for example, instead of saying “there’s a problem in the kitchen,” try “the kitchen faucet is leaking under the sink.” This level of detail helps your property manager understand and address the issue efficiently.

Always use polite language, even if you’re feeling frustrated or upset. It’s also wise to document important conversations, especially those involving maintenance requests or agreements, so you have a record to reference if needed.

Know what you agreed to

Understanding your lease agreement is another crucial step in building a positive relationship. Before you contact your property manager about an issue, take the time to review your lease. This will help you understand your responsibilities and rights as a renter, avoid unnecessary disputes, and communicate from an informed position. Being familiar with the terms of your lease also shows your property manager that you take your tenancy seriously.

Be a responsible tenant

One of the most effective ways to build trust is to pay your rent on time, every time. Consistency in this area demonstrates reliability and respect for your property manager’s business. If you ever anticipate a delay in payment, notify your property manager as soon as possible. Explain your situation honestly and propose a solution or payment plan if necessary. Open communication about financial matters can go a long way toward maintaining goodwill.

Respecting the rental apartment itself is equally important. Treat your rental as if it were your own home. This means reporting maintenance issues promptly to prevent further damage, keeping the property clean and tidy, and following any community rules or guidelines, such as noise restrictions or pet policies. If you want to make changes to the unit—like painting or installing shelves—always ask for permission first. Showing that you care about the property reinforces your commitment as a responsible tenant.

Be proactive regarding maintenance

Being proactive with maintenance is another way to demonstrate your reliability. Don’t wait for small problems to become major headaches. If you notice something that needs attention, report it quickly using your property manager’s preferred communication method. Providing photos can help them assess the issue more accurately. When repairs are needed, try to be flexible with scheduling so the work can be completed efficiently. This approach shows that you value both the property and your property manager’s time.

Be respectful and patient

Practicing empathy and patience can make a big difference, especially when things don’t go as planned. Property managers often juggle multiple tenants and properties, so delays or misunderstandings can happen. When they do, try to be patient and understanding. Express your concerns calmly and acknowledge their efforts when things go well. A little empathy can help resolve issues more amicably and strengthen your relationship in the long run.

If you have suggestions for improvements or concerns about the property, don’t hesitate to give constructive feedback. Share your thoughts respectfully and focus on solutions rather than just pointing out problems. It’s also important to acknowledge what’s working well. Constructive feedback helps your property manager provide better service and shows that you’re invested in making the rental experience positive for everyone involved.

Conclusions

Building rapport doesn’t require grand gestures. Sometimes, the small things matter most. Greet your property manager when you see them, send a thank-you note after a quick repair or helpful interaction, and participate in community events if they’re available. These actions help create a friendly, cooperative atmosphere and make future interactions smoother and more pleasant.

Of course, there may be times when you need to escalate an issue. If you’ve tried to resolve a problem and haven’t received a satisfactory response, refer to your lease and local tenant laws to understand your options. Communicate your concerns in writing and, if necessary, seek mediation or legal advice. Escalation should always be a last resort, after you’ve exhausted reasonable avenues for resolution.

A positive relationship with your property manager is a two-way street. By communicating openly and being respectful, you’ll not only make your own renting experience better but also contribute to a more harmonious living environment for everyone involved. Taking these steps will help you build a foundation of trust and cooperation that pays off throughout your tenancy.

Cash is a popular way to collect rent in the United States. However, while it may be liquid, cash payments are not always reliable. Renters may easily default on the payment. They are also prone to human error. What other rent payment methods should landlords consider?

 

Why Offer Other Rent Payment Methods?

Offering various landlord rent payment methods provides many benefits for both the landlord and tenant. Here are some reasons why it’s a good idea:

• Convenience. Other rent payment methods are more convenient than cash because tenants do not need to visit the landlord regularly to make payments.
• Security. Other payment methods are more secure for both the landlord and tenant. Meanwhile, cash is prone to theft and loss.
• History. Other payment methods provide a digital trail landlords and tenants can track to ensure payments have been made.
• Reduced Administrative Work. Non-cash methods allow landlords to process payments faster. They also require less or no reconciliation work on the landlord’s part.
• Less Risk of Late or Missed Payments. Non-cash methods are easier to track and reduce the likelihood of missed or late payments.

 

Other Rent Payment Methods to Consider

What other rental payments methods should landlords consider? Here are the best payment methods to try.

 

1. Cashier’s Check or Bank Draft

Landlords who want physical rent payment methods for tenants can consider cashier’s checks and bank drafts. The tenant only needs to obtain these from financial institutions like credit unions or banks. Afterward, the institution will write the bank draft or cashier’s check against their funds instead of the renter’s funds. This guarantees that the landlord will receive the money as cashier’s checks and bank drafts do not bounce.

Cashier’s checks and bank drafts require the tenant to have the rent amount on hand. The bank or financial institution takes the money from the renter’s account before they issue the cashier’s check or bank draft, making it secure for all parties involved. However, banks and financial institutions charge a fee to issue bank drafts and cashier’s checks.

 

2. Certified Check

One of the best landlord payment options is the certified check. It’s similar to cashier’s checks in that a financial institution will verify whether or not the renter has enough money in their account. Once verified, the teller will certify the check with a signature or stamp. Certified checks are secure because they guarantee the landlord will receive the funds. However, they also cost money to obtain.

On the other hand, certified checks are not as secure as bank drafts and cashier’s checks. This is because they only certify that the account has enough funds upon writing. It does not always guarantee that the funds are available upon withdrawal. Nevertheless, many banks hold the amount to ensure the check clears.

 

3. Money Order

Money orders are one of the most secure physical rent payment options. Renters can get them from banks, convenience stores, groceries, pharmacies, payday loan stores, check-cashing stores, and the United States Postal Service (USPS).

With this method, the institution will write both the landlord’s and renter’s names on the money order and include the issuer’s name. Tenants must prepay the money with a guaranteed payment method like a credit or debit card. The landlord will then simply collect the money prepaid to the issuer.

Money orders are secure because they are prepaid and cannot bounce. They’re like a gift certificate the landlord can cash in once rent is due. However, issuers often charge fees for money orders, which can be cumbersome and financially impractical for renters to use.

 

4. Bank Transfer

Electronic payment methods are convenient for both the renter and landlord. They eliminate the need to meet and exchange documents or cash physically. For this reason, the bank transfer rent payment has become popular among many landlords and tenants. Bank transfers are similar to direct deposits in that money is transferred from one bank to another.

 

5. Cash App or Venmo

Online rent payment options like Venmo and Cash App are ideal for many younger tenants. This is because many millennials and Gen Z use these apps for most transactions. It’s convenient, intuitive, and often quick. Moreover, it’s usually entirely secure because these apps offer transaction encryption.

In addition, landlords can easily send payment requests to tenants using these apps. These may serve as reminders to tenants to pay their rent on time. Some apps also allow renters to set up automatic payments so they never miss a deadline. However, keep in mind that business transactions like these may come with a fee.

 

6. PayPal

PayPal for rent collection has become a popular choice for landlords. This is because PayPal is relatively universal and even works with international clients. When using PayPal, renters only need to enter their landlord’s phone number and email address to transfer funds. They can do it at their convenience and without having to ask for the landlord’s bank details.

In addition, PayPal often charges no fees for transfers via digital wallets and bank accounts. This makes it convenient to use PayPal to collect rent. On the other hand, keep in mind that the app may charge fees for credit and debit card payments.

 

Exercise Caution When Using Online Payments

Landlords who want to use online rent payment methods should exercise caution. While it’s tempting to list the renter as a “family or friend” to avoid business transaction fees, these types of payments often come with few protections. It may be wiser to designate these payments as business transactions to ensure they cannot be easily reversed or canceled.

Moreover, designating professional transactions as personal transfers may violate the platform’s terms and conditions. The landlord may eventually face liability if they are dishonest with their transactions.

 

Better Flexibility for Landlords and Tenants

Non-cash rent payment methods offer more flexibility for both landlords and tenants. Some of these payments offer more security for the landlord and guarantee that they will receive the payment. Meanwhile, others are convenient for both parties and no longer require them to meet physically.

Are you in need of a property management company to manage your rental properties? Find one today through our online directory!

 

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Landlords typically receive several tenant applications for their rental properties. As you might expect, landlords cannot accept multiple applications for one unit. They have to choose a rental applicant and deny the rest. How can landlords decline a tenant according to the law? What are the best practices? Let’s answer these questions below.

 

Valid Reasons to Deny Rental Application

If your question concerns how to legally decline a tenant, then you must first understand that there are invalid reasons to decline a tenant. The Fair Housing Act provides legal protection for people in certain classes. This means landlords cannot decline a rental application because of the tenant’s race, color, national origin, disability, familial status, religion, sex, gender identity, or sexual orientation. Violating any fair housing laws could lead to liability.

Outside of these categories, landlords may decline a tenant application for several valid reasons. Establishing criteria beforehand is good so you know exactly what you’re looking for. Landlords can use these criteria to streamline the screening process and remain compliant with local, state, and federal regulations. The criteria can also be used to justify a landlord’s choice of tenant.

What are some valid reasons to decline a tenant? Here are some common examples.

 

1. Low Credit Score

Landlords often set a minimum credit score for tenants. After all, no landlord wants a tenant with unmanageable debt. It could hinder their ability to pay their rent in the long run. The higher the score, the better the odds of approval.

Conversely, a bad credit score is a good reason for landlords to decline a tenant. Many landlords set the minimum at 650. However, landlords can set a lower or higher limit as long as it’s reasonable.

 

2. Unclean Criminal Record

Landlords often screen tenants before they decide to sign a rental contract. They check the applicant’s criminal history. If a landlord finds anything sketchy about the tenant, they may reject the application.

Consider checking the National Sex Offender Public Registry and the Most Wanted Databases to make sure the tenant isn’t doing anything shady. Landlords can also use a professional screening service to conduct a more thorough investigation. Doing this keeps the landlord free from liability.

 

3. Past Evictions

It’s essential to check a tenant’s eviction history from previous rental properties. Tenants who have been evicted in the past are more likely to be evicted again, after all. Landlords may take previous evictions as warning signs that could lead them to reject a rental application.

 

4. Unstable Employment History

It’s important to determine whether or not the tenant can meet their financial obligations. For this reason, landlords may check an applicant’s employment history to verify their financial capability. They may reject rental application submissions if the tenant is unemployed or has an unstable job.

 

5. Inadequate Income

Landlords may ask for proof of income to verify the applicant’s capacity to pay. This is important as landlords must determine whether the tenant can afford to pay rent in addition to their living expenses and unforeseen costs. A good ratio is an income three times as high as the rental price.

 

6. Negative References

Landlords often check a tenant’s history by consulting their previous landlords. If a former landlord gives a bad review or provides negative feedback, landlords may take that as a warning sign to reject the application.

For example, a former landlord may say the tenant frequently made late rental payments. Some landlords may also tell you how the tenant caused trouble with their neighbors, broke the rules, or even damaged the rental property.

 

7. Incompatible Lifestyle With Rental Rules

A landlord has the freedom to disallow smoking or pets within their rental property. After all, these can be a liability for the landlord as they can cause disruption and property damage. If an applicant intends to live with pets or smoke in their unit, the landlord has the right to reject them.

However, keep in mind that landlords may need to make an exception for pets that are certified support animals. Animals that the tenant needs for physical or emotional support are protected under Fair Housing Laws.

 

8. Better Options

Landlords who receive multiple applications may choose the best candidate among the applicants. In this case, they may have the right to reject the other less qualified applicants.

 

How to Decline a Tenant Application

What can a landlord do when they want to deny a renter? How do you politely decline a rental applicant? Here’s what you need to know about how to decline rental application submissions.

 

Send a Letter

The Fair Credit Reporting Act (FCRA) states that landlords must give a rental application denial letter to applicants if they take adverse action against prospective tenants based on any consumer report.

Consumer reports include eviction reports, background checks, credit reports, and credit scores. Meanwhile, adverse action consists of a denial or an increase in the applicant’s requirements based on their profile. A landlord can increase the applicant’s requirements, also known as “accept on condition,” by doing the following:

• Requiring a guarantor or co-signer
• Increasing the security deposit (within the limits set by state law)
• Raising the rent price

The FCRA requires landlords to deliver the adverse action electronically, in writing, or orally. Written notice is preferred because it serves as physical evidence of the notice. Applicants won’t be able to assert that they didn’t receive the notification.

Sending a rejection letter is also good practice, regardless of the reason for denial. It’s a good precautionary measure and ensures the landlord complies with the law. Moreover, it allows the landlord to be transparent with the applicant about why they were rejected.

 

What to Include in a Rejection Letter

According to the FCRA, landlords should include the following information in the rejection letter:

• The reporting agency’s name, telephone number, and address
• A statement that the reporting agency did not decide and cannot provide reasons for the landlord’s decision
• Notice that the prospective tenant may dispute the report’s completeness or accuracy
• Disclosure that the prospective tenant may receive a free copy of their report if they request it within 60 days

 

Exercise Caution

Landlords can decline a tenant for any number of reasons. However, they must ensure that the reason for rejection does not violate any laws. Moreover, it’s best to send a formal rejection letter to applicants who don’t make the cut.

Are you looking for a qualified rental property management company? Find the best one today using our online directory!

 

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• How To Determine A Fair Rental Rate Plus Factors To Consider

Setting the proper rental rate can make or break a landlord’s success in the rental market. An inappropriately priced rental unit can discourage tenants from renting or lead to potential losses. It’s important to strike a balance to make the most out of the rental property.

 

Factors to Consider: How Much Should I Charge for Rent?

There is no set rule or standard when it comes to determining a rental price. Each rental unit will have a different appropriate price. It will all depend on various factors like amenities, location, market value, size, and others. Let’s break down each consideration below.

 

1. Property Value

How do you calculate real rental price? Landlords can often use the property’s overall worth to determine the base rental price. It’s a useful tool for landlords who don’t know where to start. Typically, the rental price of a property should fall between 0.8% and 1.1% of the home’s value. For example, if the home’s value is at $250,000, the rental price should be around $2,000 to $2,750 monthly.

However, bear in mind that the actual price or value of the property will affect the rental price. Landlords can usually charge around 1% of the property value if the actual price is below $100,000. Meanwhile, landlords will want to stick to the lower end of the percentage range if the house is over $375,000. Charging too much might discourage potential tenants.

 

2. Local Rent Rates

How much to rent a house for a month? One of the best ways to determine the rental price is by examining the local rent. What do other landlords in the same area charge? It’s important to get a feel for the local market so you know you’re not over or underpricing.

However, make sure the properties you’re surveying are similar to your own. For example, if you’re renting out a 1-bedroom apartment, you should likewise figure out the average price for 1 bedroom apartment places around the area. Looking at the average rent prices for single-family homes will bloat your estimate. Make sure to compare homes and units that are similar in the following ways:

• Amenities
• Lot size
• Number of rooms and bathrooms
• Year built and most recently remodeled

Apart from surveying other landlords, you can also research rental estimates by zip code. Websites like Apartments.com and HUD’s fair market rents may help. You can also speak with local real estate agents to get a good idea of your location’s average rental prices.

 

3. Rent Control

Some areas have government-mandated rental caps. Moreover, these laws may also indicate how much you can raise your rent and how often. Make sure to review the laws in your state so you’re not violating any local regulations. You can also ask a lawyer or legal professional for advice or guidance.

 

4. Features and Amenities

How much should I charge for rent for a room or apartment? One big factor to consider when you determine rent price is the property’s features and amenities. If the rental property has many bedrooms, bathrooms, finishes, furniture, and appliances, you may be able to charge higher. Similarly, you can charge higher rental rates if the apartment, condominium, or community has amenities like gyms, pools, on-site parking, or co-working spaces.

 

5. Neighborhood Quality

Even if the rental property has all the right features, amenities, and property values, it may not be worth much if the neighborhood is bad. Make sure to assess whether the area has high crime rates. This can significantly reduce the amount you can charge to rent out your property.

Location and positioning may also impact the rental rate. For example, if the property is close to a busy intersection, tenants might not be as willing to pay a high price because of the noise and chaotic environment. Conversely, they may be willing to pay a premium for properties in good neighborhoods or attractive locations.

 

6. Demand and Seasonality

Even with a high property value or local rental rates, the overall demand might affect the rental price you can set. In a bad economy, there’s a higher demand for rentals as people are not able to afford housing. Small and cheap apartments will be in particularly high demand as people want to live somewhere affordable.

In addition, the time of year may also affect the demand and how you calculate rental rate. For instance, large properties are often more in demand before the school year starts as families want to settle in a home before their kids attend classes. Changes in the season may also affect demand. You’ll often see rental prices dropping in the winter as landlords want to attract more tenants during the season.

Generally speaking, you’ll want to lower the rental rate when demand is low. Conversely, you can charge higher rates when the demand is high for the kind of rental property you’re offering.

 

7. Rental Cost

Home or apartment rent prices should never be lower than the cost of maintaining and managing rental property. After all, it’s pointless to rent out a unit if it’s not going to earn you money. It would be even worse if you’re at a financial loss in the end. Hence, make sure to consider all the following associated expenses:

• Maintenance costs
• Property management fees (if any)
• Mortgage payments (if any)
• HOA fees
• Vacancy period costs
• Taxes on rental income and the property

 

8. Market Testing

Even if you consider all these factors, it can still be hard to determine the right rental price. In these cases, it might be wise to simply test the market to land on a good rental rate. You can charge high initially to gauge interest. Be prepared to negotiate at this point. However, if nobody seems to be interested, you can gradually lower the price to find the sweet spot.

 

Why Is Charging an Appropriate Rental Rate Important?

Charging the appropriate rent prices is important because it can attract quality tenants. These tenants are more likely to pay rent on time and not miss out on any payments. They’re also more satisfied, making them more likely to maintain the property and stay for longer.

Moreover, charging the appropriate rate can maximize profits. Overpricing will lead to extended periods of vacancy while underpricing may result in lost income. Finally, setting the right price can lead to positive reviews online and boost the rental property’s reputation. This can attract more tenants in the future.

 

A Fair Deal for Everyone

Setting a suitable rental rate for your property is the key to succeeding in the rental market. Getting this wrong can lead to unwanted consequences like lost income, dissatisfied tenants, or not attracting tenants at all.

Are you finding it difficult to appropriately price your rental property? A property management company might help with that. Look through our online directory to find a trustworthy one today!

 

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A rental application form is a useful tool for property owners to screen tenants without conducting numerous interviews. However, landlords should be careful about what they include or exclude in these forms to avoid liability.

 

How to Make a Rental Application Form

Rental application forms provide landlords with important information about potential tenants. Here’s how to create a tenant application form that complies with the law.

 

1. Background Information

The rental application should provide background information on the property and the landlord. This eliminates the number of questions the applicant might have about the property and tenancy. It also weeds out any tenants who might not be interested in certain tenancy types. Include the following information:

• Landlord’s name and address
• Property address
• Type of tenancy (periodic vs. fixed-term)

In addition, it’s essential to obtain basic information from the applicant. Consider adding the following to the rental application form:

• Applicant’s full name and current address
• Home phone number
• Cellphone number
• Work phone number
• Birthdate
• Social security number
• Government-issued ID number (e.g. driver’s license number)

The landlord can perform a background check on the applicant during screening using the above information. Make sure to inform the applicant of the reason you’re asking for this information.

 

2. Fees and Deposits

It’s important to outline the fees and deposits you might ask the tenant for, such as pet deposits or parking fees. However, remember that some states have laws that limit the amount you can collect as a security deposit.

For instance, the laws in California limit security deposits to twice the rent for unfurnished homes and thrice the rent for furnished units. However, this only applies until July 1, 2024. After that date, the limit will be one month’s rent except for landlords who own a certain number of residential properties and units for rent.

Finally, clearly outline whether the charges are fees or deposits. The former are generally non-refundable, while the latter entitles the tenants to refunds.

 

3. Custom Inclusions

Landlords should be clear about their preferences and rules. For example, they should indicate whether or not waterbeds, co-signers, or smoking on the property is allowed. They should also add whether or not they require verification letters or references. Lastly, it’s best to include custom information or questions about the tenancy in the house rental application form.

 

4. Employment History

As a landlord, you may want to verify whether or not the applicant can shoulder your monthly rent expenses. Therefore, you may collect information on their employment history. Ask for the following:

• Current employer’s name and address
• Supervisor’s name and contact number
• Applicant’s job title
• Start date
• After-tax monthly income

 

5. Sources of Income

Applicants may have other sources of income such as social security, inheritance, annuities, or severance payments. Leave a space at the bottom so they can note whether or not they have other income sources.

 

6. Rental History

Apart from their work history, it’s essential to determine whether the applicant has a clean rental history. Ask about their current or past property managers, landlords, and evictions. Collect the following information:

• Previous landlord’s name and contact details
• Monthly rent paid/being paid
• Date of move-in and move-out

 

7. References

Landlords should be thorough about tenant screening. Thus, asking for personal references in the rental application form is often a good idea. The applicant can include the names of their family, friends, and professional contacts to vouch for them.

If you want a more comprehensive check, you can also mention that you accept cover letters, resumes, or other supplementary material. Applicants can attach it to their rental application form before submission.

 

8. Other Information

Landlords do not always need other information about an applicant. However, asking for them optionally to further verify the applicant’s character and eligibility can be helpful. Here are some things you can ask for:

• Emergency Contact. This can be helpful in emergencies. Ask for the contact’s name, number, and relationship to the applicant.
• Other Occupants. Applicants can include information on other occupants who might move in with them, such as family, friends, partners, and roommates.
• Pets. If the landlord accepts pets, ask about the applicant’s type of pet. Include restrictions on types of animals, breed, number of pets, age, and weight.
• Vehicles. If the unit has parking, landlords can ask about the applicant’s vehicle so they know what to expect. Ask about the make, color, model, and year. Moreover, ask for the license plate numbers.

 

9. Authorizations

Landlords should add two authorization paragraphs toward the end of the home rental application form: the “Consumer Report Disclosure and Authorization” paragraph and the “Information Release Authorization and Acknowledgements” paragraph.

The former paragraph authorizes the landlord to get the potential tenant’s credit report. Meanwhile, the latter paragraph authorizes the landlord to verify the other information the applicant has provided in the rental application, including the following:

• Income and employment
• Public court records
• Bank account information
• Rental and eviction history
• Criminal background

In this section, you can also ask if the applicant has:

• Been convicted
• Declared bankruptcy
• Been evicted
• Broken a lease agreement

If the applicant signs the authorization, they allow personal references, past landlords, former supervisors, credit representatives, and bank representatives to release the information related to the applicant. The landlord can use the information to verify what the applicant has said about past evictions, leases, convictions, and bankruptcies.

 

10. Signature and Fees

The landlord should include a dotted line where applicants can sign and date the document, whether it’s a physical or online rental application form. In addition, the application form should outline any associated fees for completing the form. Landlords can use these fees to run background checks, credit checks, and other administrative tasks to process the application.

 

Legal Considerations

Landlords might think the authorization section is all they need to comply with legal requirements. However, there are certain things that landlords should avoid to ensure compliance.

 

Fair Housing Act

Firstly, landlords should not discriminate against any applicants based on certain characteristics according to the Fair Housing Act. Protected classes include race, sex, color, religion, family status, or disability (physical and mental).

Additionally, many courts prevent age-based discrimination under the family status category. State law may also add other protected classes to the list, such as income source, sexual orientation, and marital status.

 

Screening Process Disclosure

In states like Texas and Washington, landlords are required to explain their screening criteria and selection process. The landlord can include this in the rental application form or attach a separate page.

Landlords must explain what criteria an applicant must satisfy to be accepted. These can include thresholds or limits for credit scores. Some landlords may also want tenants with clean criminal and rental histories. Moreover, landlords should indicate how long the application process will be and how they will notify the applicant.

 

Credit Reporting Laws

The Fair Credit Reporting Act (FCRA) outlines specific processes for obtaining tenant credit reports. Under the Act, companies and other entities cannot provide information in a consumer report if the person asking does not have a purpose specified in the FCRA.

 

Privacy Laws

Landlords should always respect an applicant’s right to privacy when collecting their information or running background checks. Follow the proper procedures and obtain consent. Never leave out the authorization parts of the form so you can avoid legal liability.

In addition, it’s important to safely store and dispose of sensitive information and use it only for legitimate purposes. Otherwise, the landlord might face a lawsuit or other charges.

 

Application Fees

Some states limit the amount a landlord can charge for tenant applications. Remember to research the applicable laws in your area before charging any fees.

 

How to Promote a Fair Application Process

Landlords should be careful with tenant applications and screening. To ensure they are not held liable for violations, landlords should always use standardized applications to ensure the consistency of collected information. Consider using an online platform to streamline the process.

Furthermore, do not use discriminatory language or ask discriminatory questions in the form. Stick to only relevant and necessary questions about the tenancy.

Lastly, screening criteria should be established and applied consistently to all applicants. Use only objective criteria and base them on tangible factors such as employment status, rental history, and credit history. If an applicant meets certain requirements, the landlord should consider them even if they dislike or are partial to specific characteristics.

 

Proper Applicant Screening

Landlords should properly screen applicants using well-drafted rental application forms. However, just because landlords are generally allowed to run background checks doesn’t mean they should abuse this privilege. They should be careful about violating any disclosure or discrimination laws in place.

Do you want to create a flawless rental application form with a comprehensive — but compliant — screening process? Consider hiring a professional property management company through our online directory!

 

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Renting out a property usually needs a property manager to work with. You may be wondering if a property management company should pay for repairs. Should they be paying for repairs at all or simply handle repair and maintenance requests?

 

Do Property Management Companies Pay for Repairs?

If you’re wondering”does a property manager pay for repairs?” the answer is no, but there’s no cause for concern. Part of a manager’s duties is ensuring that rental properties are well maintained. They’re supposed to handle the majority of the process. This includes noting a tenant filed a repair request and scheduling the job. You won’t often have to step in unless it’s to allow a major repair.

How you pay for these repairs depends on your chosen property management company. However, there are certain guidelines to follow.

Some companies need landlords to set up a reserve fund or reserve account using a part of what you pay them. The amount needed will depend on the terms of your contract, but you can expect it to reach several hundred dollars. This reserve fund is for the property management company to pay for repair services. Afterward, a part of the rent collected will go towards rebuilding the reserved fund.

Some companies charge you extra for any maintenance and repair costs. Whether this is an itemized bill that you get at the end of the month or a monthly flat fee depends on the company. The property management company will cover the costs themselves. You’ll then have to pay them back.

 

Rental Property Maintenance and Repairs

When it comes to maintenance and repairs, the filing of a request may vary. This will depend on the landlord’s or property management company’s policies. As with the payment, there are guidelines that many landlords and companies follow.

Step 1: The Tenant Fills Out a Maintenance Form

When tenants notice a need for repair or replacement, they’ll notify their landlord of the issue. But if there is a property management company in between, the tenant notifies the company instead. The tenant will fill in a request form, which is available online or at the property management’s office.

Step 2: The Tenant Provides Details of the Repair

The maintenance request form helps the company keep track of repairs and maintenance. In either case, the tenant will have to provide specific details about the needed repair. These details include what type of issue they’re dealing with. It could also cover the location of the rental property and how long ago the issue started.

Step 3: The Company Evaluates the Request

As the tenant submits the request form, the property management company checks it. They’ll also see if it falls within the scope of the company’s responsibilities. They may ask questions, too, to determine what caused the issue. They will also need to pinpoint how severe the issue is. The costs for routine repairs are different compared to those of emergency repairs.

Step 4: The Company Schedules the Repair

As the property management company completes the evaluation, they’ll now call a contractor. This is to schedule a date and time for the repair work. Depending on the specific company’s policies, the tenant may have to be present during the repairs.
If the issue is severe enough, a property manager may call you to inform you of the repair work needed. This is to keep you updated on your rental properties and for you to know what to expect if you’re billed for repairs after the fact.

Step 5: The Company Follows Up with the Tenant

After the repair, the property management company will have to get in touch with the tenant. This is to make sure the contractors arrived when they said they would, and they’ve done the repairs. They also have to check that the issue is, in fact, resolved and ensure the tenant is satisfied with the work done.

 

Maintenance and Repair Responsibilities

In many states, property management companies – and the landlords they work with, by extension – are required to provide habitable living spaces. But are there times a repair falls outside of their responsibilities?

Who finds the contractors for repair and maintenance work?

Will a property management company cover repairs?  No, they won’t, but they still have to ensure that repair work is done in a timely manner. They’ll have a list of contractors they work with or look for a contractor as needed.

If you had a great experience with a contractor, you can have your property manager call them. In the same vein, you can request your property manager not to deal with certain contractors if you didn’t like working with them in the past.

Can I make a tenant pay for repairs?

In many cases, you can’t make a tenant pay for repair work since it’s part of the property manager’s job. Still, tenants need to do their part in maintaining the unit or home, so they can be held liable if they damage the property in some way, even if it is through negligence.

For example, if rowdy guests break a window, the tenant has to pay for the replacement. If they overload electrical outlets by plugging in too many appliances at once, they’ll have to pay, too.

Other situations where the tenant pays for repairs include:

• Damaged appliances due to improper use
• Willful removal or disabling of safety features like smoke alarms
• Not allowing repairmen and contractors onto the premises

 

Working with a Property Management Company

Whether you want to simply invest in rental properties and have someone else handle them, or you’ve tried being more hands-on but found you couldn’t keep up with everything expected of you, working with a property management company is a good option.

As you may already know, a property management company will take on several duties, such as screening tenants, preparing lease documents, and taking care of evictions in a legal manner. How much they actually do, though, will depend on how involved you want to be as a landlord. Given all that, if you have several rental properties and some of them are in a different city, relying on a property manager is a godsend, especially if you don’t want to find yourself facing charges of housing discrimination or something similar.

 

The Bottom Line

If you were hoping to save money on maintenance and repairs by working with a property manager, it may be discouraging to learn you’ll still be paying for those. On the upside, they can help you find good rates for repairs and help you get in touch with great contract workers and repairmen.

So even if you can’t exactly have a property management company pay for repairs, having them take charge of everything when the need for repairs arises is worth what you pay since you won’t have to race to stay on top of upkeep.

 

Related articles: 

• How To Legally Evict A Squatter On A Rental Property
• Property Management Service Trends For 2022
• Pest Control In Rental Properties: Who Is Responsible?

 

Being a landlord involves a lot of work — specifically, paperwork. To be a successful landlord, you must prepare the most important renting documents ahead of time.

 

Top Renting Documents All Landlords Should Have

There is more to being a landlord than just collecting rent from your tenant. It involves quite a bit of legwork as well as paperwork. And while it is always best to have a property manager or lawyer help you draft all of the documents, it is equally essential to understand the purpose of each one.

Here are the documents needed for apartment renting.

 

1. Rental Application Form

A rental application form is a form that prospective tenants complete. This form gives the landlord an idea of each candidate’s character, history, and other important information. Prospective tenants fill out the form with their personal details and answer questions designed to screen them.

Landlords must provide the same rental forms to every prospective tenant. Failure to do so may be seen as a form of discrimination and noncompliance with the Fair Housing Act. It is also worth noting that states usually have their own Fair Housing laws. For instance, in California, landlords can’t ask prospective tenants about their citizenship or immigration status.

2. Tenant Screening Documents

While the rental application form serves as the first screening line, landlords must conduct a more in-depth screening process. Screening is critical because it helps landlords get high-quality tenants.

Some of the screening documents you will need include the following:

• A list of pre-screening questions to ask prospective tenants
• A list of reference questions to ask previous landlords and employers
• Criminal background reports
• Credit checks

Landlords should apply a consistent and uniform screening process for all prospective tenants. Again, this is to avoid problems with Fair Housing laws.

 

3. Tenant Acceptance and Rejection Letter

Once you have gone through the entire screening process, you will naturally arrive at a decision. This is where the acceptance and rejection letters come in. You’ll need to let the selected tenant know that you’ve accepted their application. To do that, sending a formal letter that you can keep as documentation is best. The letter should also include the following steps the tenant should take.

It is important to send rejected applicants a letter informing them that their application has been denied. This way, they are not left in limbo. Remember to maintain a professional yet friendly tone when drafting a rejection letter.

 

4. Rental or Lease Agreement

When discussing rental documents, leaving out your rental or lease agreement is impossiblerental or lease agreement. This agreement outlines the legal terms and conditions between a landlord and their tenant. It includes everything — from rent fees and schedules to policies and termination clauses. Rental agreements not only dictate tenants’ obligations but also protect the landlord in case of a lawsuit.

 

5. Co-signer Agreement

A co-signer agreement comes in handy if a tenant still needs an extensive credit or rental history. The tenant can get a co-signer on their lease, and this agreement serves as a legal document cementing that relationship and obligation. If the tenant stops paying their rent, the co-signer is held legally responsible.

Co-signer agreements are beneficial when renting to younger tenants. This is great for rental properties located in college towns or areas with a lot of young renters.

 

6. Rental Inspection Report

Landlords will want to keep their rental property in pristine condition. But, property damage can and does happen throughout a tenancy. So, it is imporessentialave proper documentation of the property’s condition before and after you’re renting to a tenant. This is where a rental inspection report comes in.

Prior to letting a tenant move in, landlords should conduct a walkthrough of the unit with the tenant. Of the many landlord forms, this report essentially acts as a checklist. Take dated photos of the unit and point out any existing damage. Then, when the tenant moves out, you can use this report as a reference when performing a move-out inspection.

Having a thoroughly documented inspection report will help settle disputes about property damage should they arise. It can also serve as supporting evidence in case of legal action.

 

7. Notice to Enter

As a landlord, there will come a time when you will need to enter the rental property. You might need to perform a routine inspection of the property, conduct maintenance or repairs, or carry out safety inspections. Whatever the case may be, you will need to notify your tenant of your entry.

In a lot of states, landlords are legally required to provide tenants written notice to enter at least 24 hours prior. But, even if you live in a state that doesn’t require it, it is common practice to provide notice anyway. Your tenant will surely appreciate it. However, it is worth noting that emergency situations don’t usually require notice.

 

8. Notice to Pay Rent

A Notice to Pay Rent is a written letter that a landlord sends to a tenant when the latter has overdue rent. This rent document is also known as a Late Rent Notice or a Past Due Rent Notice.

The notice usually includes the amount of rent due and any late fees, as well as a request to settle the balance by a given date. It also consists of the rental property address, the name of the tenant, and the name of the landlord. More often than not, landlords send this notice before beginning the eviction process.

 

9. Lease Renewal Letter

When you have a high-quality tenant, once the agreement’s up, your first instinct is to offer a renewal of the lease. To do that, you will need to send a lease renewal letter.

This letter should detail the date of the notice, the termination date of the current lease, the length of the lease renewal, and the rent amount for the new agreement. You should also include a deadline for when the tenant must send their response. Among all the rent documents, this is perhaps the one that landlords most likely want to send.

 

10. Lease Non-Renewal Notice

On the other hand, if you don’t wish to renew a tenant’s lease, you will need to draft a lease non-renewal notice. At its core, this letter lets the tenant know that you want them out of the property once the current lease expires. This usually comes in handy when you have a bad tenant. Keep in mind that there may be legal requirements as to how much notice you must give tenants of non-renewal.

 

11. Security Deposit Return Letter

Another one of the most integral renting documents is the security deposit return letter. This letter includes the amount you collected as a security deposit, the address of the rental property, any amount you deducted, and the date the deposit was returned to the tenant. It should also outline the reason/s for the deductions. Many states also have laws requiring landlords to return the security deposit by a certain time.

 

12. Eviction Notice

One document that all landlords hope never to use is the eviction notice. This document is what you send to a tenant that you have decided to evict for whatever valid reason. Most of the time, it is because the tenant has violated the terms of the lease, such as nonpayment of rent. Before starting the eviction process, tenants must be informed.

 

Professional Assistance

Renting documents are crucial tools that every landlord should have in their arsenal. And while there are templates easily searchable online, it is always best to ask a lawyer or property manager to help you draft these documents.

Are you in need of a property management company? Start looking for the best one in your area today using our online directory!

 

RELATED ARTICLES:

• When Tenants Move Out: What Should Landlords Do?
• Late Rent: Creating Late Rent Notices And Assessing Fees
• Tenant Turnover Cost: It’s Costlier Than You Think