Settling and Collecting Rent

Rental income is an essential element of a landlord’s business. In the absence of a proper settling and collecting mechanism, the business will eventually fall into a pitfall. A proper mechanism will increase the possibility of a higher investment return.

Ask and discuss the following questions when interviewing a property management company:


Settling the Rental Rate

How Do They Determine Their Rental Rates?

There is a precise science behind getting the maximum rental income possible while still being competitive in the market. For property managers to be successful, they need to be knowledgeable of the local market while continuously doing market research for the last 10-20+ most recently rented properties of similar value. There are certain standard rules including the 1% rule, which charges 1% of a property’s value per month for rent. However, these rules cannot always be entirely accurate in predicting the current market’s value. The objective should be to get the unit rented in one month.


How Often Do They Raise Rents?

Rental rate surveys should be performed annually and more frequently if there are corresponding vacancies or lease renewals.


Do They Put Contractual Escalators in the Lease?

Contractual rent escalators allow rents to be raised even without notice or explanation. Tenants know they have already agreed to the terms and are grateful if a firm decides to not enforce the full increase in rent.


Collecting Rent

It is important to assess how rent is collected since it will have a direct impact on a property owner’s cash flows and their ability to invest in additional properties. Important questions to ask include:


How Is Rent Collected?

A direct debit is an ideal rent collection method. Processing fewer checks improve cash flow and save additional time and money. This process lets you know if funds have not arrived and eliminated excuses that a check was lost in the mail.


How Do They Deal with Bounced Checks?

Bounced checks are an enormous red flag for a difficult tenant or possible eviction in the future. After the first bounced check, tenants should not be permitted to use the same payment method within 6 months. Once a good payment history has been established, the tenant may choose to write checks again. There should also be a policy for tenants to pay the maximum the law allows for all returned checks.


How Do They Deal with Delinquent Payments?

Finding a property management company with a process that is both firm and reasonable is key. Tenants will start paying later and later if the management company permits them to do so. Therefore, they must enforce all aspects of the lease. Once a tenant is identified as having a trend of delinquency, they should keep a close eye on whether they are paying on time.


What Is Their Current Rate of Delinquency?

It is wise to find out if they run a flawless operation or let problems with tenant’s delinquent payments escalate.


When Is Rent Due? Is There a Grace Period, if so, How Long?

Rent should ideally be due on the first day of the month in hand and not postmarked. Rent being late on the second day is standard. A grace period that extends to the third or fifth is also standard. Keeping the grace period shorter helps with delays that come from a holiday or long weekend.


How Much Is the Late Fee?

Late fees do generate additional revenue; however, the reason why there’s a late fee is to get tenants back on track with timely payments as soon as possible. The late fee is usually between five and ten percent of rent and there is sometimes an additional small daily fee added to provide an incentive to pay as soon as possible. In essence, late fees are supposed to reflect the penalty an owner would experience if they paid their mortgage late.


How Do They Proceed with Evictions?

Their process should be well-documented and be in adherence to local laws. Granted, each eviction situation is different; however, certain basic checklists need to be observed each time. You want to hire a property management company that works quickly, documents their actions, and understands your area’s unique laws with ease.


In the Last Year, Approximately How Many Evictions Were Made, and Out of How Many of the Properties Being Managed?

The higher the number, the less confidence you should have in their tenant screening process. Check these numbers carefully since they paint a clear picture of the property management company that you are considering working with.


How Quickly Do They Usually Get Repossession of the Property When an Eviction Takes Place?

Time is money and a smart tenant with bad faith intentions can drag out the eviction process for a very long time. It is important to find a property management company that does well in eliminating the problem as quickly as possible while also eliminating the risk of having a long and drawn-out lawsuit. This will provide you with the potential to recover and obtain a new paying tenant as soon as possible.


Do They Provide Eviction Insurance?

The primary function of eviction insurance to ensure the management company will handle all attorney and court costs associating with a tenant that they placed that was evicted. It’s not a widely offered service, but it’s a valuable service that speaks to the property management company’s confidence in their tenant screening process since property management companies want to show that evictions are something rare that happens to their company. If you see this service offered, absolutely consider it as a positive addition.


In the beginning, cash flow will be strong. However, cash flow will decrease over time if a property is not well-managed or maintained. Keep reading to learn more about whether a property management company has an established property maintenance and repair program in place.

Back to Top