Clear, concise communication is key to building strong, healthy relationships in every sphere of the human experience. When it comes to renting a house, this statement is truer than ever. Tenants who communicate their concerns and plans tend to encounter fewer issues during their lease.
When building a strong, professional relationship with the landlord or property manager, there are many ways tenants can ease the process. The most effective communication with a landlord requires an understanding of the ins and outs of the rental process.
With this knowledge, renters will know when it’s worth getting in touch, when to escalate an issue, and what information they’re required to communicate going forward.
Understanding Your Lease Agreement from the Get-go
While effective communication can mean the difference between a comfortable tenancy and a frustrating one, there is certainly an element of too much being detrimental. No landlord or property manager wants to hear about every little detail of the rental—especially things that are covered in the lease agreement.
With that in mind, it’s in the best interests of all tenants to go over their lease agreement thoroughly before signing anything. A firm understanding of all the terms, conditions, and processes in the lease agreement can ensure the renter isn’t going in blind and won’t come across things later that they weren’t expecting.
This knowledge of the tenancy agreement reduces the need to ask about issues that have already been covered. Of course, if anything in the agreement is unclear, it’s vital to ask for clarification from the get-go.
Best Practices for Communication & Building a Positive Relationship With Your Landlord
Best practices:
- Be honest and upfront: Reaching out to the landlord about any problem that may arise proves that the tenant is responsible.
- Stay away from distracting social media apps: Avoiding distractions until the call with the landlord is over ensures smooth and clear communication.
- Avoid emotional language: Problems in the home are stressing, but remaining calm shows the landlord that the tenant is mature and can be cool under pressure.
- Get everything in writing: Written record of all communication between the tenant and landlord removes any ambiguity and clarifies each point discussed.
There’s no doubt about it, when it comes to home, emotions can run high at times. However, raised voices and angry threats rarely communicate anything other than a lack of control and often fail to get things done.
Instead, it’s worth remembering that any communication between tenant and landlord/property manager, should remain professional. The following best practices will ensure tenants are heard and treated with respect, and go a long way to building a positive relationship with the landlord.
1. Be Honest and Open
Honesty goes a very long way to building a positive relationship with the landlord and helps garner respect. It’s not always easy to be upfront, but in doing so, tenants prove that they’re responsible and wish to reach a resolution that works for everyone.
For example, if an appliance breaks, it’s much better to let the landlord know what’s happened so that the issue can be resolved quickly. In the same vein, tenants who let their landlord know in advance if they’ll be late with the rent for any reason will typically be given some slack.
Meanwhile, ignoring issues and not communicating them to the landlord or property manager just means delaying the problem. And once it does come to light, the tenant is not likely to be looked on favorably.
2. Don’t Get Distracted
When making a call to the landlord or property manager, tenants should do so with no distractions. Remember, this is essentially a business call and should be treated like one. So, switch the TV off and give undivided attention to the call. This way, tenants can avoid miscommunication brought about by distractions in the background.
The same applies to written communication too. Stay away from distracting social media apps and websites until the email or online form has been completed. By clearly addressing the issue in question and getting their point across, tenants will give the landlord a much clearer picture of what’s going on.
3. Avoid Emotional Language
Problems in the home, like a faulty boiler or burst pipe, are always likely to be upsetting to the tenant. However, getting angry with the landlord generally isn’t going to make the problem go away any sooner. It’s far more effective to be calm and rational when communicating such issues.
By taking a deep breath and proceeding with a rational mindset, it’s more likely that the exact nature of the issue will be properly communicated, ensuring a quicker resolution. Additionally, remaining calm shows the landlord that the tenant can be cool under pressure and is likely to be more reliable going forward.
4. Get It in Writing
Phone calls are great for communicating more urgent problems, but it’s generally best to have a written record of all communication between the tenant and landlord. This removes any ambiguity and clarifies each point discussed, ensuring everyone is on the same page. So, be sure to send a follow-up email reiterating the points made on a call.
How to Handle Common Issues & Difficult Situations
During any tenancy, tenants are likely to come across several common, not to mention the occasional difficult, issues that will need to be discussed with the landlord or property manager.
1. Late Payments
Medical emergencies, losing a job, or being a victim of fraud, there are numerous reasons why a tenant may not be able to pay the rent occasionally. Many tenants fear that failure to pay the rent on time will see them on the street, but in most cases, landlords and property managers are far more understanding.
It’s best to be honest and let the landlord know in writing as soon as possible if the rent will be late. That way, they can ensure the late payment doesn’t negatively impact their finances. If continual late payments seem to be probable, don’t hide this from the landlord. Discuss with them and perhaps contact a financial advisor for additional assistance.
2. Navigating Emergency Repairs and Urgent Requests
A burst pipe, vandalism, or any other emergency request should be dealt with immediately. Tenants must call the landlord or property manager immediately and let them know the exact nature of the problem. Most property managers have a 24-hour emergency number, so be sure to learn it.
Give as much information as possible and follow their advice if necessary, such as shutting off the main water valve.
3. Reporting Damage Caused by the Tenant
Tenants—or their children, guests, or pets—who have accidentally caused damage to the property or any of the appliances in it, must report the damage to the landlord as soon as possible. Provide photos/videos of the damage to let the landlord know exactly what has happened, and describe how the damage was caused.
There’s a good chance the tenant will still have to pay for the repairs, but the landlord needs to be made aware.
4. Requesting Changes to the Property
Tenants who wish to redecorate, put up their own pictures, or add security cameras, among other requests, will normally need to seek permission from the landlord first. Always check the tenancy agreement to see what’s allowed or not before making a written request.
5. Reporting Disruptive Neighbors
Bad neighbors can make or break a tenancy. Tenants who find themselves with disruptive neighbors are advised to first try to resolve any issues with them directly. If this fails, it’s worth contacting the landlord or property manager, especially if the neighbors are also their tenants. In many cases, they can reach out to the problem neighbors directly.
6. Communicating When Moving Out
Most tenancies come to an end eventually, but the more notice the tenant can give the landlord the better. Even if they’re leaving at the expiration of the tenancy, it’s helpful to let the landlord know that the tenant won’t be renewing, preferably at least a month in advance.
When it comes to early termination of the lease, tenants should communicate their plans as soon as they can. This can potentially help them avoid break fees, as it allows the landlord to find replacement tenants sooner, preventing the house from sitting empty for too long.
Knowing When to Escalate Issues
Sometimes, even the best communication efforts don’t work. An unresponsive or unreasonable landlord can ruin a tenancy, but tenants can escalate issues.
For example, in most parts of the country, landlords are required to respond to emergency requests within 24 hours. If the nature of the emergency repairs renders the house uninhabitable, and the landlord fails to carry the repairs out promptly, it’s worth speaking with a real estate attorney for relevant legal advice.
If they’re not responding to less urgent written requests or communications, be sure to try calling them before doing anything else. There’s a chance their email isn’t working or that the tenant has the wrong email address.
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