Being a landlord is about more than collecting rent—it’s about providing a safe, comfortable home for your tenants while maintaining a profitable and well-managed property. Great landlords understand that success comes from balancing tenant satisfaction with smart business practices.
Whether you're new to property management or looking to improve your approach, this guide will walk you through the key traits and practices that can help you become the best landlord you can be.
Provide a Safe and Well-Maintained Property
First Impressions Matter
Your rental property is more than a business asset; it’s someone’s home. Ensuring it is safe, clean, and well-maintained shows tenants that you care about their living environment. A well-kept property not only attracts quality tenants but also encourages them to treat it with respect.
Best Practices:
- Conduct regular property inspections to identify and address maintenance issues before they become major problems.
- Ensure safety compliance with local building codes, including smoke detectors, carbon monoxide alarms, and secure locks.
- Invest in preventive maintenance for critical systems like HVAC, plumbing, and roofing.
Tip:
Create a maintenance checklist and stick to a seasonal schedule to stay on top of routine tasks.
Communicate Openly and Respectfully
Build Strong Tenant Relationships
Clear, respectful communication is the foundation of a positive landlord-tenant relationship. Tenants appreciate being kept informed about property updates and knowing they can reach you when issues arise.
Best Practices:
- Be responsive to tenant inquiries and repair requests. Aim to acknowledge messages within 24 hours, even if the issue cannot be resolved immediately.
- Use multiple communication channels like email, phone, or even a tenant portal, depending on what your tenants prefer.
- Set clear expectations at the start of the lease about communication, maintenance procedures, and rent payments.
Tip:
Regularly check in with tenants, especially during the first few months, to ensure they are settling in comfortably.
Screen Tenants Thoroughly
Quality Tenants Make a Difference
A great landlord-tenant relationship starts with choosing the right tenants. While it can be tempting to fill a vacancy quickly, taking the time to screen applicants thoroughly can save you headaches later.
Best Practices:
- Run credit checks to assess financial responsibility.
- Verify employment and income to ensure tenants can afford the rent.
- Check references from previous landlords to learn about their rental history.
- Trust your instincts, but also rely on objective data to make decisions.
Tip:
Be transparent with applicants about your screening criteria, and apply them consistently to avoid any discrimination claims.
Offer a Clear and Fair Lease Agreement
Transparency is Key
A well-drafted lease agreement sets the tone for your relationship with tenants and protects both parties by outlining rights and responsibilities.
Best Practices:
- Include all essential terms such as rent amount, payment due dates, security deposit details, and maintenance responsibilities.
- Clearly outline policies on issues like pets, smoking, and subletting.
- Use plain language to make the lease easy to understand, and be open to answering any questions tenants might have.
Tip:
Consider having a legal professional review your lease to ensure it complies with local laws and regulations.
Be Proactive About Repairs and Maintenance
Prevention Saves Time and Money
Tenants are more likely to renew their lease when they feel their home is well cared for. Proactive maintenance not only keeps your property in good condition but also demonstrates that you value your tenants’ comfort.
Best Practices:
- Fix issues promptly to prevent minor problems from becoming costly repairs.
- Schedule regular maintenance for essential systems like plumbing, heating, and electrical.
- Provide tenants with clear instructions on how to report maintenance issues.
Tip:
Consider offering a maintenance checklist or welcome package when tenants move in, so they know how to handle basic tasks like changing air filters or resetting a circuit breaker.
Respect Tenant Privacy
Balance Access with Boundaries
While you have a right to access your property for inspections and repairs, it’s essential to respect your tenants’ privacy. Clear communication and proper notice go a long way in building trust.
Best Practices:
- Provide adequate notice (typically 24–48 hours) before entering the property, as required by law.
- Schedule visits at convenient times for tenants whenever possible.
- Respect their space and minimize disruptions during your visit.
Tip:
Develop a written policy for property access and include it in the lease agreement.
Be Fair and Flexible with Rent Payments
Life Happens
While it’s important to enforce rent payment policies, being flexible in certain situations can help build goodwill and long-term loyalty.
Best Practices:
- Offer multiple payment options such as online payments, checks, or automatic bank transfers.
- Be understanding if tenants face temporary financial difficulties and work with them on a payment plan if necessary.
- Enforce late fees consistently but also consider waiving them in extenuating circumstances.
Tip:
Clear communication about rent policies at the start of the lease can prevent misunderstandings later.
Provide a Positive Move-In Experience
First Impressions Set the Tone
The move-in experience is your first opportunity to show tenants they made the right choice. A smooth, welcoming process can set the stage for a positive relationship.
Best Practices:
- Clean the property thoroughly before move-in day.
- Provide a welcome package with essential information like garbage collection schedules, utility contacts, and appliance instructions.
- Be present on move-in day to address any immediate questions or concerns.
Tip:
A small welcome gift, such as a basket of local goods or a handwritten note, can make a lasting impression.
Stay Informed About Landlord-Tenant Laws
Knowledge is Power
Understanding and complying with local landlord-tenant laws is essential to protecting your investment and maintaining positive relationships with tenants.
Best Practices:
- Keep up-to-date with changes in housing laws and regulations.
- Attend workshops or join landlord associations to stay informed.
- Consult a legal professional when in doubt about specific situations.
Tip:
Maintaining compliance not only protects you legally but also builds trust with tenants who know their rights are respected.
The Importance of Tenant Retention
Why Long-Term Tenants Are a Landlord’s Best Asset
Tenant turnover can be costly in terms of lost rent, marketing, and cleaning or repairs. Highlight the financial and operational benefits of retaining long-term tenants.
Additional Value:
- Offer renewal incentives such as minor rent discounts, upgrades, or personalized thank-you gifts.
- Conduct exit interviews with tenants who leave to learn what you can improve.
Create a Tenant Welcome Guide
Help Tenants Settle In Quickly
Provide a Tenant Welcome Guide that includes everything tenants need to know about the property and surrounding area.
What to Include:
- Contact information for maintenance requests.
- Instructions for operating appliances, thermostats, and security systems.
- Local resources like grocery stores, schools, parks, and public transportation.
- Trash and recycling schedules.
Tip:
Include a digital version tenants can access online.
Provide a Maintenance Checklist
Household Responsibilities
Provide a seasonal maintenance checklist to help tenants stay on top of routine tasks that they are responisble for or that they may need to schedule or expect a visit with the landlord or property manager.
Suggested Categories:
- Spring: Inspect the roof, gutters, and HVAC system.
- Summer: Check for pest issues and maintain outdoor spaces.
- Fall: Clean gutters, inspect heating systems, and check weatherproofing.
- Winter: Ensure outdoor water source is closed and smoke detectors are tested.
How to Handle Difficult Tenants
Stay Professional and Solution-Oriented
Sometimes, even the best landlords encounter challenging tenants. Provide strategies for handling these situations calmly and legally.
Best Practices:
- Document all communications to maintain a paper trail.
- Stay calm and professional in all interactions.
- Know when to escalate by seeking mediation or legal advice.
Fair Housing Laws and Avoiding Discrimination
Comply with Legal Requirements
Landlords may unintentionally violate fair housing laws by not understanding them fully.
- Do not discrimination based on race, religion, gender, disability, or family status.
- Provide reasonable accommodations for tenants with disabilities.
- Understand local laws regarding service animals and emotional support animals.
Resource:
Types of Rental Housing Discrimination
Financial Management
Maximize Profitability
Maximizing your profits while maintaining your reputation as a great landlord requires a combination of thorough research, seeking advice from professionals like accountants, and learning from the experiences of fellow landlords.
Suggestions:
- Track expenses meticulously for tax deductions.
- Understand depreciation and how it impacts your tax return.
- Consult a tax professional to ensure you’re taking advantage of all deductions.
Resources for Further Learning
Continue to Improve through these Resourses
Enjoy this list of additional resources for landlords who want to learn more.
Books:
- The Book on Managing Rental Properties by Brandon Turner.
- Landlording on Autopilot by Mike Butler.
Websites and Blogs:
- BiggerPockets (real estate investing and management).
- Local landlord associations and forums.
Podcasts:
- BiggerPockets Real Estate Podcast.
- The Property Management Show.
Join a Landlord Network or Community
Learn from Peers
Consider joining a local landlord associations or online communities to exchange advice, share experiences, and stay updated on industry trends.
Benefits:
- Networking opportunities.
- Access to legal and regulatory updates.
- Educational workshops and seminars.
Becoming the Best Landlord
Being a great landlord takes effort, but the rewards are worth it. By providing a safe, well-maintained property, communicating openly, and treating tenants with respect, you can build a successful rental business that benefits both you and your tenants.
Happy tenants are more likely to stay longer, take better care of the property, and recommend your rentals to others—leading to lower turnover, higher profits, and a reputation as one of the best landlords in the community.
Bonus: Avoiding "Landlord Specials": How to Make Quality Improvements That Attract and Retain Tenants
As a landlord, maintaining your property is an ongoing investment. While it might be tempting to cut corners with quick fixes—often referred to as "Landlord Specials"—doing so can hurt your bottom line. Tenants today are more discerning than ever, and they’ll quickly spot superficial repairs or poor craftsmanship. Over time, these low-quality fixes can lead to higher turnover, increased maintenance costs, and even a damaged reputation.
By focusing on quality improvements, you can attract and retain responsible tenants, reduce vacancy rates, and increase the long-term value of your rental property. Let’s dive into how to avoid "Landlord Specials" and make lasting, thoughtful upgrades.
1. Start with a Long-Term Mindset
Why Quick Fixes Cost You More
It’s easy to think, “I just need to get the place rented quickly,” but quick, inexpensive repairs often end up costing more in the long run. For example, a low-grade faucet might save you $50 initially, but if it starts leaking after a few months, you'll have to spend more time and money on a replacement—not to mention the inconvenience to your tenant.
Investing in durable, mid-range materials might cost more upfront, but they will last longer and require fewer repairs. This approach not only saves money but also shows tenants that you care about the quality of their living space.
What to Do Instead:
- Prioritize longevity over immediate savings. Choose materials and finishes that can withstand wear and tear.
- Focus on high-traffic areas first. Kitchens, bathrooms, and flooring are where quality matters most, as they experience the most daily use.
Example:
Instead of using peel-and-stick vinyl tiles in a bathroom, invest in ceramic or porcelain tiles. They may cost more initially, but they’ll last for years and add a more polished look to the space.
2. Hire Professionals for Key Repairs
DIY Isn’t Always the Best Option
While DIY projects can be fun and cost-effective, certain tasks require professional expertise. Electrical work, plumbing, and structural repairs are areas where mistakes can be costly—or even dangerous. Poorly executed repairs not only risk tenant safety but can also lead to legal liability and insurance issues.
Benefits of Hiring Professionals:
- Ensures the job is done right the first time.
- Reduces the likelihood of future repairs.
- Provides documentation of work, which can be helpful for insurance or legal purposes.
What to Do Instead:
- Get multiple quotes from licensed and insured contractors.
- Check reviews and references before hiring.
- Invest in regular maintenance contracts for critical systems like HVAC, plumbing, and electrical.
Example:
Instead of attempting to replace outdated electrical wiring yourself, hire a licensed electrician who can ensure the work is up to code and safe for tenants.
3. Match Materials and Styles Consistently
The Mismatched Nightmare
One of the most noticeable signs of a "Landlord Special" is mismatched or clashing materials, often because landlords use leftover supplies or discounted items from different projects. While this approach might save money initially, it creates an unprofessional, disjointed appearance that tenants find unappealing.
Why Consistency Matters:
- Creates a cohesive, polished look that appeals to tenants.
- Makes the property feel more intentional and well-maintained.
- Improves the perceived value of the unit, allowing you to charge competitive rent.
What to Do Instead:
- Choose a neutral color palette that works across all rooms.
- Invest in matching fixtures and finishes, such as light fixtures, cabinet handles, and faucets.
- Plan your purchases to ensure you have enough materials to complete the job uniformly.
Example:
Instead of using three different types of flooring in a small apartment, invest in one high-quality material, like luxury vinyl plank, that provides a seamless look throughout.
4. Address Underlying Issues
Surface Fixes Don’t Last
Painting over water stains, caulking over cracks, or patching drywall without addressing the root cause might temporarily improve the appearance of your property—but these issues will resurface, often worse than before. Tenants will notice, and it can lead to complaints or early move-outs.
Why It’s Important:
- Surface fixes don’t solve the problem and can lead to more extensive (and expensive) repairs later.
- Ignoring underlying issues can damage your relationship with tenants, leading to higher turnover.
What to Do Instead:
- Identify the root cause of the issue before making cosmetic repairs.
- Work with professionals to address structural or system problems.
- Perform regular inspections to catch issues early.
Example:
Instead of painting over a water stain caused by a leaky roof, hire a roofer to repair the leak first, then repaint.
5. Upgrade Smartly to Maximize ROI
Not All Improvements Are Equal
While it’s essential to maintain your property, not all upgrades will provide a good return on investment (ROI). Some improvements can significantly increase the property’s value and tenant satisfaction, while others may have little impact.
High-ROI Upgrades:
- Modern Appliances: Energy-efficient models reduce tenant utility costs and are attractive features.
- Durable Flooring: Laminate or vinyl plank is cost-effective, easy to clean, and resistant to wear.
- Updated Lighting: LED fixtures are energy-efficient, long-lasting, and can make a space feel larger and more inviting.
What to Do Instead:
- Focus on upgrades that tenants value most, such as functional kitchens, modern bathrooms, and ample storage.
- Avoid luxury upgrades that don’t match the rental market—tenants may not be willing to pay significantly higher rent for high-end finishes.
Example:
Instead of installing granite countertops in a low- to mid-range rental, opt for a durable, attractive laminate that provides a similar look at a fraction of the cost.
6. Communicate with Tenants
Understand Their Needs
Sometimes landlords make upgrades they think are valuable, but tenants may have different priorities. Understanding what your tenants want can help you make better investment decisions and improve tenant satisfaction.
Why It’s Important:
- Increases tenant retention by showing you value their input.
- Helps you prioritize upgrades that tenants will appreciate.
What to Do Instead:
- Survey tenants about what improvements they’d like to see.
- Focus on practical upgrades that enhance the tenant experience, like better lighting, additional storage, or improved security.
Example:
If tenants consistently mention a lack of storage, consider installing additional shelves or closet organizers instead of focusing solely on cosmetic updates.
7. Inspect Regularly and Maintain Proactively
Avoid Deferred Maintenance
Small issues like leaky faucets, cracked tiles, or broken light fixtures can quickly escalate into larger, more expensive problems if left unaddressed. Regular inspections and proactive maintenance help you catch issues early and keep your property in top condition.
Why It’s Important:
- Prevents small problems from becoming costly repairs.
- Keeps tenants happy and reduces turnover.
- Shows tenants that you care about maintaining the property.
What to Do Instead:
- Schedule biannual inspections to identify potential issues.
- Create a maintenance checklist to ensure nothing is overlooked.
- Address minor repairs immediately to prevent larger problems.
Example:
Instead of waiting for a tenant to report a dripping faucet, inspect plumbing regularly and replace worn-out parts before they fail.
Quality Over Quick Fixes
Avoiding "Landlord Specials" requires a commitment to quality, but it pays off in the long run. By investing in durable materials, hiring professionals, and addressing underlying issues, you’ll attract tenants who appreciate a well-maintained home—and who are more likely to stay longer, pay higher rent, and take better care of the property.
In the end, quality improvements not only enhance your property’s value but also help build a positive reputation as a landlord who cares about their tenants and their investment.