As a landlord, handling tenant disputes is probably not your favorite part of the job.
Disagreements are a normal part of relationships, and how they’re handled can be the difference between a successful resolution and a problematic situation.
We believe it’s important to establish professional and positive relationships with tenants while holding them accountable. Those boundaries allow us to resolve disputes quickly and prevent any escalation. Here are some of the strategies we recommend to landlords who need help.
Communication between Tenants and Landlords
Before any dispute can be resolved, you must first understand its underlying cause. Common issues include:
- Disputes over rent payments
- Property maintenance concerns
- Noise complaints
- Disagreements regarding lease terms
Listen to your tenant’s concerns and try to understand their perspective.
Often, simply opening a line of effective communication can prevent a small concern from turning into a disaster. Be accessible to your tenants, respond to their calls and emails promptly, and make sure to document all interactions. When you communicate, be clear, professional, and empathetic. These attributes go a long way.
Hearing your tenant out without interruption can diffuse tension. Stay calm and professional, even if the tenant is upset or angry. Your cool demeanor can set the tone for the entire conversation and encourage a rational discussion instead of an emotional dispute.
Resolution Best Practices
Here are some of the strategies you might want to consider trying when you find you and a tenant or even two of your tenants are at odds.
- Offer Solutions
Be proactive in offering solutions. If there’s a maintenance issue that has a tenant upset, apologize for the delay and schedule the repairs as soon as possible. If the tenant has missed a rent payment but is willing to work with you, set up a reasonable payment plan.
Showing some flexibility and considering a number of different options might resolve a dispute faster and keep a good tenant. Accommodating reasonable requests can foster goodwill.
- Put Resolutions in Writing
Once a resolution has been agreed upon, make sure to get it in writing. This creates a documented agreement that both parties can refer to, which can help prevent future disagreements on the same issue.
- Consider Legal Action When Necessary
Hopefully, disputes can be resolved without involving legal action. However, if all else fails, the courts can resolve the dispute. Ensure you’ve documented all communications and actions, as this information will be crucial should you need to present your case.
Proactive Measures for the Future
It’s so much better to prevent conflicts. That cuts down on the management that’s required. Here are some of the ways you can stop problems from even coming up to the surface.
- Clear Lease Agreements
Well-defined lease agreements leave little room for misinterpretation. Make sure the lease clearly outlines rules, responsibilities, and consequences. Share all of your expectations with your tenants ahead of time.
- Conduct Thorough Tenant Screening
Properly screening tenants before they move in can prevent many disputes. Look for tenants with a good rental history and solid references.
- Invest in Local Property Management
Consider hiring a property management company so that you don’t have to be the first point of contact for tenant complaints, conflicts, and problems.
Dealing with disputes effectively is a necessary skill for landlords. By understanding the cause of the tenant’s complaints, communicating effectively, and documenting everything, you can maintain a positive relationship with your tenants and keep your rental property running smoothly.
We can help. Please contact us at Oceans Managing Group by calling (386) 255-8585, or visit www.oceanspropertymanagement.com.
