Top 10 Ways to Improve the Landlord-Tenant Relationship for Long-Term Success

Landlord-Tenant Relationship Guide: Methods For Building Better & Stronger Connections

A healthy and cooperative landlord-tenant relationship usually does not come naturally. In fact, it requires effort and commitment from both sides and both parties have to work together so that they can establish and cultivate a trustworthy and beneficial relationship. Below, we have compiled advice on how to enable a smooth and seamless rental experience.

Pick the right tenants

To have collaborative relationship with tenants, you must first have quality occupant who will be willing to put effort into your relationship, too. To achieve this, you must conduct thorough tenant screening and background check, including employment verification, credit score, criminal background, etc. This way you will find a loyal and responsible renter, willing to commit to a long term stay, which minimizes vacancies and increases your revenues, but also prevents conflicts.

Respect tenant’s privacy

Under the law, your tenant has a right to privacy, so you should respect their boundaries and their right to private life, personal space, and autonomy, without you being intrusive and interrupting repeatedly. Even though you are the owner, your renter pays to live there and has their rights. If you need to enter the premises, make sure you give proper notice and be mindful of their belongings. Depending on the state, you usually have to give at least 24 hours’ notice. By being discrete and making repairs at reasonable times, you will be able to build trust, consideration, and integrity.

Confirm everything in writing

Ensure your lease agreement covers all aspects of tenancy, and clearly defines who is responsible for what. It should list all rules, expectations, responsibilities, and policies, so that everyone is protected in case of disputes. Written records of meetings, conversations, inspections, and other interactions eliminate misunderstandings, support honesty and transparency, and can be used as future reference.

Be responsive, accessible & prompt in solving problems  

Whenever possible, be responsive. Respond to issues as soon as you can and avoid making occupants wait for you to handle an issue. By acting promptly and following through on your promises you demonstrate commitment to exceptional service and being someone they can genuinely rely on. To speed up resolving maintenance issues, you can even set up an online portal where they can submit their requests. They will appreciate the convenience and promptness. Responding within 24 hours is good, but the quicker you reply (and act), the better.

Be specific about your expectations

Setting expectations from beginning will help you avoid misinterpretations and facilitate easy conflict resolution. Discuss information provided in lease contracts to verify that your renters are clear about what your expectations are. Give them the opportunity to speak about their requirements and to ask questions. This way, both parties have a good starting point, based on mutual respect and clearly defined goals.

Have regular meetings

Be available and transparent. Schedule regular meetings, in-person or online, where you can discuss your plans or ask for their feedback. It will give you a chance to learn about their direct viewpoint. When they feel their opinion matters to you, they become more responsible towards the property and will take care of it as if it was their own home.

Reinvest into the property

It’s hard to make money in business if you do not reinvest some. The same applies to rental market. In order to keep high occupancy rates and retain your tenants, always invest in your property. Set up a percentage of your budget which will regularly be reinvested into the property. The tenants will regard the property as more valuable and that you care about their comfort and well-being. All of this will strengthen a positive relationship between you.

Keep it professional

Owning a rental unit is business, and your renters are your clients, which means you should keep things professional. Avoid becoming too close or too personal in order not to violate boundaries and to protect yourself from uncomfortable situations in the future. Warm but formal approach enables you to make sound business decisions without interfering emotions. Keeping a clear line between private and business life is beneficial for both sides and allows them to perform their duties efficiently.

Be empathetic and understanding, but firm  

By showing compassion rather than combative approach, you will get along much better and achieve much more. Satisfied tenants are more likely to stay and also pay rent on time and are overall easier to deal with. Listen to what they have to say and show empathy and care, but remain firm and professional at all times.

Honesty is best policy

Be open and honest with your residents, even when you have bad news to convey. By being transparent you are building trust, integrity, and credibility.

Don’t Forget To Reflect & Solicit Feedback

Taking time to reflect on your past success and defeats as a rental property owner is an important part of your business. Regular reflection and assessment helps you identify trends in interactions, response time, tenant feedback, and most common types of issues. By taking a moment to review your strategies you can determine what needs to be changed, improved, or built upon. When we continually reinvent and upgrade our approach we have an opportunity to be successful in our relationships and in our business. Make sure you keep organized records of all tenant communications so that you can refer to them and analyze them at a later date.

Another vital element is asking for feedback from renters. Respond to their needs as soon as possible. It shows that you respect and appreciate their input and genuinely care about their residence experience at your building. Consider sending surveys via email or host meetings where they can express their concerns and be heard about suggestions for improvement.

Top Traits Tenants Are Looking For In A Landlord

Renting apartments or homes to tenants is not easy. Scoring a perfect property won’t do you much good if you don’t know how to attract and keep the right tenants. As with any other work where you deal with people, you have to have good people skills as well as good management skills in order to succeed. Let’s see what it takes to be a good landlord.

As per Lemonade survey, 6 out of 10 renters have positive relationship with their lessor, and these are the top three traits tenants are seeking for in a landlord:

• Responds to reported issues promptly
• Cares about rental unit maintenance
• Keeps reasonable rent rates

• Rude about carrying out repairs
• Increases rent every year

What skills you need

To do this job well, you need to have a broad set of life skills and strive to develop them over time. Fortunately, even if you feel that you are not cut out for working with people, you can always rely on professional property management companies who will run the business for you, while you reap all the benefits.

There are many responsibilities involved in rental property management, and a lot of landlord’s preferred qualities are concerned with tenant relations and people skills.

• Compassion & ability to connect with others
• Active listening and nonverbal communication  
• Problem solving
• Level-headedness & calmness in stressful situations
• Communication skills

• Negotiation & patience
• Ability to establish a good rapport with renters
• Fairness & pragmatism
• Open to feedback

Typical Tenant Complaints and How to Solve Them

At some stage during their occupancy period, your tenants will likely inform you of their concerns that can vary by kind and severity. Dealing with these issues is critical if you want to build a positive relationship with your renters and provide them with pleasant renting experience.

Here’s a list of what typical tenant complaints and how to solve them.

Maintenance issues

Maintenance-related issues are the most common complaints among the tenants. These issues usually happen unexpectedly but can negatively influence rental experience for your residents if not addressed in a timely manner. A landlord who quickly responds to maintenance complaints is always highly appreciated and creates a sense of renters being valued and heard. It shows concern for their welfare, safety, and comfort.

Lack of communication

Keeping occupants informed is critical to a worry-free tenancy and a positive relationship with the clients. Gaps in communication can lead to dissatisfaction, misunderstandings, and lack of trust, which ultimately reduce tenant retention rates.

Safety or security concerns

Neglecting to address these important issues can make renters feel unsafe, dissatisfied, and worried for their well-being. For this reason, it is imperative to handle them promptly and properly. To prevent them from happening, make sure you take extra care to assess them during the initial walk-through property inspection with the resident. If you do find put that something needs fixing (locks, doors, alarm systems) make it a priority to service it.

Privacy concerns

Privacy matters entail concerns about landlords or service staff entering the premises without proper notice. Housing laws typically require owners to provide reasonable notice before they enter the property, but they do vary by state. Make sure to familiarize yourself with local laws in order not to violate your tenant’s rights to privacy and get sued for doing so.  

How a Professional Property Management Agency Can Help Foster a Positive Connection Between You and Your Tenants

Property management companies, such as Swell Property facilitate tenant satisfaction and help establish good landlord-tenant connection in several ways:

• Meticulous tenant screening process
• Simplified tenant application
• Convenient online rent collection including automated reminders
• Transparency in financial dealings
• Prompt management of maintenance requests
• Regular property inspections for increased tenant safety and comfort
• Open lines of communication
• Exceptional customer service
• Compliance with the Fair Housing Act and other laws and regulations
• Responsive, proactive, and respectful approach in all dealings with tenants

1. What Renters Look for in Rentals: Tips for Landlords in Encinitas
2. Should I Allow Pets in My Rental: Discover the Benefits of Owning a Pet-Friendly Rental Property
3. Landlord’s Guide About Tenant Background Check
4. 10 Must-Do Rental Property Upgrades
5. A Step-By-Step Guide on How to Advertise Rental Property Effectively
6. The Complete Guide to Landlord Insurance: What Every Property Owner Must Know