How to Handle and Prevent Issues with Tenants

As a Nashville property management company, we know a thing or two about dealing with tenant-related issues. When you own or manage rental properties for a while, it is likely that you will face some issues with your tenants at some point. It is always best to remain cool, calm, and collected in order to handle these situations the right way. The end-goal should always be to maintain a positive landlord-tenant relationship. A positive relationship with a tenant typically leads to less issues down the line, and less headaches for yourself. The best thing you can do to set yourself up for success is to take some preventative measures that prevent future issues from popping up. Continue reading as we discuss some tips and tricks for navigating tenant issues like a professional. 

Communication is Key

Maintaining a consistent flow of communication with your tenants is essential to easily resolving issues that may arise. It is important to create an environment where your tenants feel comfortable reaching out about their concerns and asking questions. This allows them to feel confident that they are being listened to rather than ignored. Ensure that you are handling tenant disputes professionally and calmly. Consider using some of these strategies:

• Establish Clear Communication Channels: Give your tenants access to your phone, email address, and an online portal where they can freely reach out to you for maintenance requests and other questions.
• Regularly Check-In: By periodically checking in on your tenants, you are letting them know that you haven't forgotten about them, as well as ensuring that the property remains in good condition. 
• Stay Calm, Cool, and Collected: When a tenant becomes angry or upset, it is imperative that you remain calm. Doing so will help de-escalate the situation and show the tenant that you are actually there to help them. 
• Mediation: If a dispute with a tenant becomes too hostile, allow a new person to step in on your behalf. It is wise to know when you should step aside and let someone neutral take over to resolve the dispute. 

Doing those simple things will build trust between you and your tenants. They will feel more comfortable reaching out about certain issues, and you will feel more confident that your property is being properly maintained. Do not neglect communication if you want to avoid issues with your tenants. 

Effective Tenant Screening

The best way to prevent tenant-related issues from happening is by having an effective tenant screening process. By thoroughly screening your tenants before approving their application, you are setting yourself and the tenant up for future success. We have written a whole blog post about how to screen your tenants properly. Here are some key points to consider:

• Background Checks: This is an essential piece of the tenant screening process. A quality background check will let you know about an applicant's encounters with the police. As a general rule, any sex-related crime should be an automatic denial. It is wise to come up with your own thoughts regarding past felony and misdemeanor crimes. This will require you to use your best judgment, as every person is unique. 
• Credit Checks: Running a credit check is a vital tool that will give you insight into the financial reliability of an applicant. It is imperative that you have a tenant with a good record of making their payments on time. Poor credit history often leads to a tenant that cannot keep up with their rent payments. This also requires you to use your best judgment. 
• References from Past Landlords: These references will really help you gather a clear picture of your potential tenant. Past landlords have no reason to mislead you and will typically be upfront about any issues the tenant may have caused in the past. Did they destroy the house? Were they making payments on time? These are the types of questions you should be asking their previous landlords. 

Comprehensive Lease Agreements

Having a comprehensive lease agreement is crucial to ensure that your tenant is completely aware of what is expected of them. It is important to include as much detail as possible, so that there is no confusion about rules, regulations, and expectations. Once again, we have a whole blog dedicated to writing a comprehensive lease agreement. Make sure that you at least include these aspects in your lease:

• Rental Term: Avoid using vague language in this section of the lease. Make sure that you are listing a specific lease-start date and lease-end date. This prevents any confusion surrounding the duration of the lease. 
• Rent Due Date: Once again, be specific when outlining the due dates for rent. For example, "Rent is always due on the 1st of each month, and considered late after the 5th."
• Rent Amount: Obviously, it is important to be clear about the rent amount. If you plan to charge other fees, such as parking or pet fees, make sure that you specify that in the lease as well.
• Security Deposit: In order to limit damage to your property, you should require that a security deposit is paid prior to moving into your unit. Be clear about what types of damages will be taken out of the deposit when the tenant moves out. 
• Pet Policy: Indicate whether or not pets are permitted within your rental unit. If so, specify what the associated pet fees will be. It is also imperative to outline specifics such as breed restrictions and the number of pets allowed. 
• Lease Break Penalties: Outline what constitutes an acceptable reason for ending the lease early. Outside of those acceptable reasons, lease break fees will typically be charged. Be specific about what is considered breaking the lease and what the fees associated with that are. 

Of course, these are just some of the details that should be included in your lease agreement. It is wise to research your specific area and ensure that you are following all local guidelines. We are a Nashville property manager, so our lease agreements are tailored to comply with Nashville and Tennessee regulations. By ensuring that you have a comprehensive lease agreement, you are helping prevent future communication issues. 

Maintenance and Repairs

We have operated as a property management company in Nashville for over a decade now, so we understand how important it is to focus on the regular upkeep of your rental property. By swiftly addressing maintenance issues, you are showing the tenant that you care about their quality of life as well as the condition of the property. Doing so will keep your tenants happy and reduce the amount of turnover. On top of that, you will prevent larger issues from popping up in the future. Regular maintenance will often save you time and money down the line. 

• 24/7 Emergency Maintenance Line: Sometimes you may be unavailable when an emergency maintenance issue occurs. If something major happens, it is very important that your tenants have access to a 24/7 emergency line. By keeping an emergency line available, you are putting the tenants at ease by assuring them that they can contact someone at any time of day with an emergency. 
• Regular Maintenance Inspections: Schedule routine inspections of your property to ensure that the tenants are keeping it in good condition. 

These two basic things will prevent lots of future issues with both the tenant and the property itself. You will build trust with the tenant while also saving yourself time and money down the line. 

Hire a Property Management Company

Managing tenant-related issues can become a hassle. If you are running out of time or running out of patience, seek professional assistance from a local property manager. The property manager will serve as a mediator between you and the tenant, so you never have to personally deal with any issues. As a property management company in Nashville, we provide comprehensive management services. The vast majority of our property owners are completely hands off. 

A good property manager will handle all of the day-to-day operations as well as tenant relations. They should have solid communication, thorough tenant screening, comprehensive lease agreements, and efficient maintenance. A well-managed property will lead to greater tenant satisfaction and more success in the competitive real estate market.