All rental properties need repairs and routine maintenance, but when tenants don’t report issues promptly, small problems can turn into bigger, costly repairs. Unfortunately, some issues can even ruin your property value and make it hard to rent to future tenants.
If you have tenants who ignore their duty to report maintenance needs, the following strategies will help.
1. Hire a property manager
When you hire a property manager, you won’t need to worry about maintenance. Not only will they handle all requests and schedule services, but they’ll also take a proactive approach by including regular inspections in the lease. If a tenant forgets to report something, it will likely be discovered during the next scheduled inspection.
Professional property managers are experts when it comes to establishing clear lines of communication with tenants so they can report issues easily. Perhaps the best part is getting access to reliable contractors and good rates through a property management team. For example, Green Residential, a San Marcos property management company, leverages their relationship with local contractors to ensure their clients get prompt, quality, cost-effective repairs.
If you’re struggling to get tenants to report maintenance and repair needs, leaning on a professional is your best bet.
2. Establish clear reporting procedures
If your tenants aren’t reporting maintenance and repair needs, it might be because there’s no clear method for making those reports. Providing an easy way for tenants to report issues will encourage timely reports. For example, most landlords use a tenant portal to streamline everything from rent collection to repair requests. If you prefer emails or phone calls, provide your tenants with written instructions and your contact information. This way, they can save the notice and reference it when needed.
3. Implement proactive maintenance
When tenants don’t report issues promptly, the only recourse you have is to start performing proactive maintenance, beginning with regular inspections. Most landlords perform routine inspections every six months to handle issues like pest control, checking for plumbing leaks, and cleaning air ducts. Depending on the location, it might make sense to perform additional inspections based on the season. For instance, in a harsh climate where storms are common, you may need to inspect specific aspects of the property every three months.
4. Encourage your tenant to report issues
Sometimes tenants fail to report issues because they don’t want to be a nuisance or they don’t want to bother their landlord. Many people are used to being dismissed when they report an issue. You might need to reassure your tenant that you want them to report issues because you care about their comfort.
5. Schedule periodic communications
Check in once in a while with your tenants to discuss their concerns or maintenance needs. Sometimes initiating the conversation during a brief phone call is all it takes to get a tenant on board with reporting issues.
Make sure to let your tenants know that they aren’t going to be penalized for reporting issues. Tell them you need to know about problems so you can fix them, and it’s not going to result in negative consequences.
6. Educate tenants on their maintenance responsibilities
Informing tenants about their role in property upkeep will encourage them to report issues to you. Provide each tenant with clear, written guidelines regarding what their maintenance responsibilities are and what you’ll cover. This should include the responsibility to report issues to you directly as soon as possible.
It’s also crucial to differentiate between a maintenance request and an emergency. Provide examples of urgent issues, like water leaks and electrical failures, and provide an emergency contact number to report these issues immediately.
7. Follow through on reports
Many tenants will stop reporting issues if their reports have been ignored or deferred for long periods of time. Whether it’s a broken window or a leaking dishwasher, following through on tenant reports is essential. After a period of time, tenants will get the impression that you don’t care about their needs and they’ll stop telling you about issues. This can lead to devastating problems, especially where water damage is concerned.
If you’ve been slow to respond in the past, rebuild trust by acknowledging the situation and assure your tenant that their issues will be handled promptly.
Proactive maintenance preserves property value
While your tenants’ comfort should be a priority, don’t forget that prompt repairs and maintenance are crucial for maintaining property value. By implementing a preventive maintenance strategy that includes asking tenants to report issues, you’ll prevent minor issues from escalating into expensive repairs.
