There’s no ignoring the fact that when a property manager enjoys a positive tenant relationship, life is easier for both sides. No matter if you’re an independent residential landlord looking after one unit or you’re managing multiple commercial properties in the US real estate market, clear communication is essential in building a bond of trust.
Naturally, a good relationship is going to lead to fewer arguments, easier lease renewals and happier tenants. It’s simply better for business. Positive relationships like these don’t happen by accident - they have to be worked on, and by setting expectations at the outset and backing that up with open lines of dialogue throughout the tenancy, you’ll create the foundation you need.
In this blog, we’ll be taking an in-depth look into the subject, covering common disputes, the rights of tenants (and subtenants) and actionable ways you can build trust with your renters. So, let’s waste no more time in offering up some useful insight.
The Landlord Tenant Relationship Act Doesn’t Prevent Disputes - Good Communication Does
Renting a home should be a smooth and stress-free experience. However, without clear communication, things can quickly go wrong. That’s why landlord tenant laws exist: to protect both sides and set some basic ground rules. But here’s the thing: it's not these laws that help to build positivity between you and your tenants - good communication does.
For example, when you look at the Fair Housing Act, it’s legislation that has been put into place to prevent discrimination in housing across the United States. However, even with this established, a potential tenant might end up feeling like they’ve been treated unfairly if you were unclear in explaining an aspect like tenant screening.
The same can be said about lease agreements. They outline rent payment, maintenance, and property rules, yet disputes can still happen when tenants don’t completely understand the terms before signing.
Every state has its own set of rental laws that cover things like eviction rules and property maintenance, yet still, misunderstandings can occur when there’s not enough dialogue, such as when a tenant assumes a repair will be handled immediately, while the landlord is following a different timeline. It can be extremely frustrating for both sides.
What Are the Common Disputes in a Landlord Tenant Relationship?
Disputes over rental agreements are commonplace and many stem from poor communication. When expectations aren’t clear in the minds of tenants, small problems can quickly escalate into major conflicts. The good news is that there are a number of measures you can take to ensure your landlord tenant relationship is as good as it can be.
Rent Payment Issues
One of the biggest sources of tension is rent, particularly when it’s late or unpaid. It could be that your tenant is struggling financially but doesn’t make you aware of the problem. On the other side of the equation, a landlord expects timely payments, but if no one is talking to each other about the problem, it’s not likely to end well.
Prevention Tip: Set clear expectations in the lease agreement about due dates, late fees, and grace periods. Back that up with regular check-ins and consider offering payment plans (when feasible) and you will do much to prevent tenant concerns from escalating.
Security Deposit Disputes
When vacating a property, tenants will usually expect their deposit back in full and will often view landlord deductions for damages and cleaning costs as being ‘ripped off’. Without proper documentation in place, it can all get rather messy with both sides feeling cheated.
Prevention Tip: A detailed rental agreement that outlines deposit terms is essential in avoiding these kinds of problems. Keeping written records and photos of the unit’s condition before and after the lease can prove decisive when renters contest deductions.
Maintenance & Repairs
If and when repairs need to be carried out, tenants expect an immediate response. It’s understandable, as it’s their home, and when that doesn’t ensue, they get frustrated. This is another common reason for disputes as landlords often see them as ‘non-urgent’ and the longer these property maintenance issues are left, they can worsen. On the other hand, property maintenance issues can also arise when tenants fail to report them, leading to increased damage over time.
Prevention Tip: Clearly state landlord responsibility in terms of repairs in the lease and provide a structured system for maintenance requests with associated response timelines made available.
Lease Violations
When rental terms aren’t clearly communicated, it can lead to tenants keeping unauthorized pets, subletting, or even having too many guests over - all of which constitute a breach of the lease agreement. This can be a big source of frustration for both parties, especially when landlords aren’t consistent with the way they enforce the rules.
Prevention Tip: A strong lease should outline policies clearly, and landlords should communicate any concerns professionally before taking action. You’ll also reinforce the message when you consistently enforce these rules when broken.
Evictions & Lease Terminations
Of course, when things get worse, it can lead to a lease termination and or an eviction. Poor communication can have a compound effect here, as tenants might not be fully aware of why they’re being forced out and when legal eviction procedures aren’t followed, the whole thing can become complicated, costly and stressful.
Prevention Tip: Understanding state laws, providing proper notices, and following legal steps help both parties avoid unnecessary conflict.
Related: Top 5 Common Tenant Complaints: Rent Increase, No Pet Policy
What Are the Rights of a Subtenant in a Landlord-Tenant Relationship?
What is a subtenant? Simply put, it’s someone who rents from the original tenant, rather than directly from the landlord. Subtenants often enter into agreements with the primary tenant, rather than signing a formal lease agreement with the property owner or management company. While subleasing in this way can provide flexibility, it also comes with risks if it’s not properly structured.
Understanding how to manage a rental property is crucial when you’re dealing with subtenants. As such, you must ensure the lease agreement you provide clearly outlines subleasing rules, so as to prevent unauthorized occupants being housed and subsequent disputes arising.
The Key Rights of a Subtenant
Subtenants have designated allowances under tenant rights laws, however, the protections afforded to them do vary by state and in line with whether the sublease is legally recognized, or not. Generally speaking, subtenants have the following rights:
- The Right to a habitable living space – The dwelling unit must meet health and safety standards, even if the subtenant does not have a direct lease with the landlord.
- Lease protections – If a sublease agreement is recognized by law, the subtenant may have the same protections as the original tenant under the lease agreement.
- Eviction protections – Some states require formal eviction proceedings before a subtenant can be removed, even if the main tenant is in the process of being evicted.
- Security deposit considerations – Subtenants often pay a deposit to the primary tenant, not the landlord. Recovering that money can be particularly challenging during disputes.
How to Avoid Issues
Once again, the antidote to this issue lies in clear communication. Having a clear written agreement in place unequivocally outlining the lease terms, deposit handling and more will ensure that no one is ‘in the dark’ and issues like these are far easier to deal with.
How Can a Landlord Improve the Landlord Tenant Relationship?
The good news is that there are various measures that you can take to ensure that you stay on the best of terms with your tenant. These measures are not complicated, as they’re mostly based on common sense and require you to enact them consistently.
- Use Multiple Communication Channels - Consistent tenant interaction often relies upon you offering different avenues based on the tenant’s preferences. Some prefer email, whereas others would rather get information via text. Perhaps the best option is a tenant portal, which can be used for maintenance request tracking and more.
Be Responsive & Proactive - A great way to improve tenant satisfaction is to respond to issues quickly. When you address tenant concerns the moment they arise, issues aren’t allowed to fester and escalate. If a repair request or complaint comes in, acknowledge it immediately - even if the full solution takes a little time to complete.
- Set Expectations for Maintenance & Repairs - When you’re on top of property maintenance, it’s just better for everyone. As well as highlighting repair and maintenance timelines in the lease, consider talking directly to your tenant to check they understand what to expect. It’s best not to overpromise anything either, as it can lead to annoyance.
- Handle Disputes Professionally - Sometimes you simply can’t avoid disputes arising, but what you can control is how you handle them. You need to act professionally, as well as keep written records of conversations, agreements, dates and anything else pertinent. This will ensure
they don’t escalate into legal action.
- Be Flexible & Consider Mediation - Often, issues can be nipped in the bud by being flexible and perhaps involving a mediator. Offering compromises (such as a flexible payment plan) greatly increases the chance of you still having happy tenants after it’s all over.
- Respect Tenant Privacy - Your tenants have a right to privacy and state laws typically require 24 to 48 hours’ notice before you can enter a property to carry out an inspection or repair of your rental unit. By ignoring these rental laws and turning up unannounced, you’re not only operating unprofessionally (and illegally) but you’ll also likely anger your tenant - especially if they’re aware of their rights.
When you understand the importance of good landlord tenant relations and follow fair housing laws you’ll know that you’re acting legally and ethically. This will help you avoid costly lawsuits and allow you to build a reputation as a reputable landlord. For more practical tips on tenant management, check out our article that tells you all about it.
Related: How to Find Tenants You Can Trust: Navigating Challenging Interactions
Tenant Cloud - Helping You to Operate Efficiently & Fairly
A positive relationship between landlords and their tenants is built on trust, respect, and clear communication. When you set expectations early and maintain open dialogue, this helps to reduce misunderstandings, prevent disputes, and create a better rental experience for everyone involved. We hope that our article has helped to highlight the importance of this aspect of rental property management.
If you’re searching for ways to make your life as a landlord easier, take a look at the TenantCloud platform. Our software is designed with your residential and commercial property management needs in mind, offering a variety of features like automated rent collection and tenant screening. The more you can stay on top of your landlord responsibilities, the easier it is to build lasting landlord-tenant relationships.
Interested in TenantCloud? Find out more by visiting our website where you can discover a free 14-day trial as well as tools to take your management game to the next level.
