Types of Multifamily Housing

By David Bitton

Multifamily housing is defined as a single structure divided into separate residential units for multiple households. Multifamily housing is classified by structural classifications as well as asset classes. Structural classifications organize buildings by story count and physical layout to help investors understand density. Multifamily asset classes are a standardized rating method to evaluate the quality and risk profile of a property. Multifamily housing is considered residential housing when it is less than four-units, and is considering commercial at five-units and above. Multifamily property management can help ensure the long-term viability and profitability of a multifamily investment.

What Is Multifamily Housing?

Multifamily housing consists of a single structure divided into separate residential units for multiple households. Ownership remains unified under one deed for the entire property, even though the building houses many tenants. Real estate professionals use terms (multi-dwelling unit or MDU) to describe the specific developments. Residential multifamily properties contain two to four units, while commercial designations apply to buildings with five or more dwellings. Shared structural elements like roofs, walls, and foundations define the physical nature of what is a multifamily property.

Multifamily Housing vs Single-Family Housing

Multifamily housing differs from single-family housing in the number of households living within a single tax parcel. The following table compares the two property categories across households, structures, ownership, financing, amenities, tenants, and management.

AttributeMultifamily HousingSingle-Family Housing
Number of householdsTwo or moreOne
Shared structureCommon walls or floorsDetached structure
Ownership modelSingle owner for all unitsSingle owner for one unit
Typical financingCommercial or residential multiConventional residential
Common amenitiesShared gyms or poolsPrivate yards
Tenant profileDiverse urban rentersFamilies or long-term residents
Management approachProfessional or software-ledSelf-managed or individual

Transitioning from single-family to multifamily investments requires a shift toward professionalized operations and income-based valuation.

8 Types of Multifamily Housing

Structural classifications of multifamily housing classify buildings by story count and physical layout. These include duplexes, triplexes, fourplexes, garden apartments, walk-ups, mid-rises, high-rises, and mixed-use properties. The classification will fluences the revenue potential, long-term maintenance requirements, and operational expenses of the property.

Duplex

A duplex is defined as a residential building with two separate living units contained within one structure. Side-by-side configurations feature units sharing a common wall, while stacked versions place one residence above another. Owners frequently live in one unit while renting the other to help cover mortgage expenses (a situation commonly referred to as “house hacking”). Units feature separate entrances to maintain privacy for each household. Local zoning laws in some cities allow for additional dwelling units on single-family lots.

Triplex

Triplexes contain three distinct residential units within a single physical building. Each unit houses one complete apartment with its own kitchen and bathroom facilities. Investors find the properties attractive for increased cash flow compared to smaller residential types. Middle-income renters seek out triplexes for the community feel and neighborhood locations. Chicago features many three-flats, which serve as the primary example of this housing type in urban regions.

Fourplex (Quadplex)

Fourplexes or quadplexes consist of four separate residential units under one roof. Common layouts include two units on the ground floor with two units above or four side-by-side townhome-style residences. Investors target fourplexes because they represent the largest property size eligible for residential financing. Conventional and FHA loans apply to properties with up to four units. Commercial lending requirements begin at the five-unit mark.

Garden Apartments

Garden apartments consist of low-rise buildings reaching one to three stories in height. The properties feature extensive landscaping and outdoor-access points for residents. Suburbs and urban edges house most garden-style developments due to the larger land requirements. Typical properties include multiple buildings arranged in a courtyard layout with direct outdoor access for each tenant. Families and pet owners favor these units for the accessible green space and lower density.

Walk-Up Apartments

Walk-up apartments lack elevator service and require residents to use stairs for access. The buildings reach two to six floors in height and appear frequently in older urban neighborhoods. Tenants accept lower rent prices in exchange for the lack of an elevator. Owners benefit from lower operating costs and fewer mechanical maintenance requirements. Accessibility regulations limit the height of new walk-up developments to ensure compliance with modern standards.

Mid-Rise Apartments

Mid-rise apartments reach four to eight stories and include elevator access. Urban infill projects and close-in suburbs use the building height to balance density with construction costs. Developers refer to the “5-over-1” wood-over-podium construction as a standard for the category. The method places five stories of wood-framed housing over a concrete base used for parking or retail. The buildings provide a balance between the density of high-rises and the affordability of low-rise structures.

High-Rise Apartments

High-rise apartments stand at eight stories or higher, reaching twelve or more floors. Steel and concrete frames support the massive structures located in dense urban cores. Operating costs rise due to the need for concierge services, security, and complex elevator maintenance. Luxury amenities (rooftop pools or fitness centers) distinguish the buildings from lower-density housing types. High-rises cater to high-income professionals who value proximity to business districts and city views.

Mixed-Use Multifamily

Mixed-use multifamily properties combine residential units with commercial or retail spaces in the same building. Urban infill areas and transit-adjacent developments favor the integrated model. Commercial leases on the ground floor provide additional income streams and longer-term stability for owners. Grocery stores or restaurants commonly occupy the street-level spaces below the apartments. Management requires handling residential tenant needs and commercial lease requirements simultaneously.

Comparison of Multifamily Structural Types

The following table summarizes the eight structural types based on unit count, story height, and density.

TypeTypical Unit CountTypical StoriesElevatorCommon TenantTypical Density
Duplex21-2NoIndividual/FamilyVery Low
Triplex32-3NoSmall FamilyLow
Fourplex42-3NoYoung ProfessionalsLow
Garden50-2001-3No/SomeFamiliesMedium
Walk-up10-502-6NoUrban RentersMedium
Mid-rise50-3004-8YesProfessionalsHigh
High-rise100+8+YesHigh-IncomeVery High
Mixed-useVaries3+YesUrbanitesVaries

Selecting the right structural type depends on the local market demand and the specific investment goals of the property owner.


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Multifamily Asset Classes (A, B, C, D)

Multifamily asset classes provide a standardized rating system to evaluate the quality and risk profile of a property. The term “class” represents a grading system ranging from A to D and is based on age, location, and condition of multifamily properties. Investors use the letters to compare buildings across different geographic markets. A Class A building in one city matches the general quality expectations of a Class A building elsewhere.

Class A Multifamily

Class A properties represent the highest quality buildings in prime locations. Class A assets are under ten years old and feature top-tier finishes and amenities. High-income renters pay premium rates for luxury features. Investors accept lower cap rates for Class A assets because the perceived risk is minimal. Prime submarkets with strong employment growth attract Class A investment capital.

Class B Multifamily

Class B properties range from ten to twenty-five years in age and occupy solid middle-market locations. Amenities remain functional and attractive but lack the luxury status of Class A counterparts. Middle-income white-collar workers comprise the primary tenant profile for the buildings. Investors target Class B assets for value-add strategies involving moderate renovations to increase rental income. Properties offer a balance between stable cash flow and potential appreciation.

Class C Multifamily

Class C properties exceed twenty-five years of age and are generally located in working-class neighborhoods. Amenities remain basic or non-existent while the physical structure requires more maintenance compared to Class A or B properties. Working-class households and hourly-wage earners form the core tenant base for these assets. Owners undertake operational improvements or interior updates to push the property toward a Class B rating. Higher cap rates compensate investors for the increased management effort and maintenance requirements.

Class D Multifamily

Class D properties represent the oldest housing stock and often sit in low-demand submarkets. Significant deferred maintenance and older structural systems characterize the high-risk assets. Tenants face economic challenges and require intensive management oversight. Many investors avoid Class D properties unless they possess specialized expertise in distressed asset recovery. Buildings offer the highest potential cap rates but carry the greatest risk of vacancy or non-payment.

Residential vs Commercial Multifamily: The 5-Unit Threshold

Multifamily housing splits into residential and commercial categories at the five-unit threshold. Properties with one to four units qualify for residential lending, while larger buildings require commercial financing. The distinction changes how banks evaluate loan applications and borrower creditworthiness. Valuation methods shift from comparable sales to income-based calculations once a building reaches five units.

  • Financing: Residential loans include FHA and VA products for up to four units, while commercial loans apply to larger assets.
  • Valuation: Comparable sales drive residential value, whereas net operating income and cap rates drive commercial value.
  • Insurance: Commercial property insurance policies become necessary for buildings meeting the five-unit mark.
  • Property management requirements: Owners adopt professional management or specialized software at the commercial scale.
  • Tax treatment: Multifamily commercial properties continue to use a 27.5-year depreciation schedule because the primary use remains residential.

The five-unit mark serves as the practical point where owners shift from individual landlording to professional real estate operations.

How to Manage Multifamily Property

To manage multifamily property, have a coordinated maintenance schedules, rent collection, and tenant screenings across multiple units. Effective managers prioritize resident retention to minimize the costs associated with unit turnover. Communication tools help bridge the gap between ownership goals and tenant satisfaction. Owners must decide between self-management and hiring a third-party firm.

How Property Management Software Helps Manage Multifamily Housing

Property management software helps manage multifamily housing with the administrative needs of running a multi-unit building. Property management software handles complex tasks like automated rent collection and common-area maintenance tracking. Managers use the software to maintain clear communication with residents at a high volume. Scaled accounting features allow for detailed financial reporting across various units or properties. Investors increase operational efficiency by centralizing all data within multifamily property management software.

Frequently Asked Questions About Types of Multifamily Housing

The frequently asked questions about types of multifamily housing section answers the most common questions readers ask about multifamily housing types and classifications.

What Are the Four Types of Multifamily Housing Structures?

The four most common structural types include duplexes, triplexes, garden-style apartments, and high-rise apartments. The four-type framing provides a simplified view of the market for beginner investors. The full eight-type breakdown earlier in this article offers a more granular look at the diversity of the housing stock.

Is a Duplex Considered Multifamily Housing?

Yes, a duplex is considered multifamily because it contains two separate residential units in one structure. Residential real estate classifications include any building with more than one dwelling unit in the category. Financing rules treat duplexes as residential assets because they fall below the five-unit commercial threshold.

Is a Townhouse Multifamily Housing?

A townhouse can be classified as multifamily housing depending on the ownership structure and the classifying organization. The Census Bureau treats townhouses as single-family attached when units have separate ownership deeds. Multifamily industry sources include them when the entire row operates as a rental property under unified ownership.

What Is the Difference Between Multifamily and Multi-Dwelling Unit (MDU)?

The term multi-dwelling unit or MDU serves as a synonym for multifamily housing. Multifamily and Multi-Dwelling Unit (MDU) describe a physical structure containing two or more separate residential units. MDU appears more frequently in telecommunications and utility industries, while multifamily dominates real estate investment discussions.

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Can You Withhold Rent for Repairs? A Guide for Tenants & Landlords

By Ryan Squires

If there’s a serious issue in a tenant’s unit and the landlord brushes them off and fails to take action, it doesn’t feel great — especially if your rent payment process is running like clockwork. Perhaps the hot water has been out for weeks. Maybe there’s a mold problem that’s getting out of hand. Whatever the case, when the situation escalates and begins to impact daily life, many tenants wonder when they can draw the line. In other words, can they withhold rent for repairs to force their landlord to take action?

In 2026, each state sets its own rules. Local laws strictly regulate rent withholding based on detailed protocols. If tenants follow their state’s guidelines, they may be able to resolve the issue and protect themselves. But if they slip up, their landlord could evict them for nonpayment.

To help make sense of it all, here’s a full guide explaining when tenants can withhold rent for repairs, how the process works, and how it’s different from repair-and-deduct remedies. We’ll also cover how property management software can protect both landlords and tenants along the way — and prevent issues in the first place.

The Short Answer: Can a Tenant Withhold Rent for Repairs? 

Let’s cut right to the chase. Yes, a tenant can withhold rent for repairs, but only in certain situations. There’s no federal law that gives tenants the green light to stop paying their rent. In reality, the process is extremely complex. State law regulates it, and if tenants withhold payment without following the rules, it can backfire on them. Here’s what both landlords and tenants need to know.

In 2026, rental laws include an Implied Warranty of Habitability. It requires landlords to provide tenants with safe, livable housing, including:

  • Essential utilities (heat, running water, electricity, and sometimes gas),
  • Structural integrity,
  • Weatherproofing, and
  • Infestation-free, mold-free units.

When landlords fail to maintain these health and safety standards, some states allow tenants to withhold rent, use repair-and-deduct remedies, report the landlord, or seek monetary damages. In some cases, tenants can cancel the lease altogether.

However, state laws impose strict rules. Tenants must typically follow the local protocol, which typically includes these steps:

  • Send the landlord a formal written notice.
  • Give them a reasonable time to make the repair.
  • Withhold rent only in serious situations that threaten health and safety.
  • Hold the funds in an escrow accountif required.
  • Follow the full legal process.

On the other hand, tenants who withhold rent without abiding by the proper guidelines risk eviction for nonpayment.

So, can you withhold rent for repairs? Yes, but it depends on your specific circumstances, your state law, and the warranty of habitability. Because each state outlines its own legal process, tenants should review their local regulations and speak with a trusted lawyer before they stop paying rent.

Understanding the “Warranty of Habitability” 

While the exact protections vary by state, the warranty of habitability typically covers only major threats to the tenant’s health and safety. In general, the law covers situations that make a rental unit unlivable. However, the law doesn’t apply to cosmetic issues, minor inconveniences, or problems caused by tenants.

Here’s a quick list of qualifying defects and non-qualifying inconveniences:

Qualifying Defects 

The following issues may justify tenants using legal remedies, which could include rent withholding:

  • Lack of major utilities, such as hot water or electricity,
  • Black mold in the kitchen or bathroom,
  • A broken heater in winter,
  • Faulty foundation or collapsing retaining walls,
  • Exposed electrical wiring,
  • Pipes leaking raw sewage,
  • Broken plumbing,
  • Cockroach infestations,
  • Stairs without legally required railings, and
  • A broken front door that won’t close or lock.

Overall, these property defects compromise a tenant’s health or basic living conditions.

Non-Qualifying Inconveniences 

On the other hand, the following frustrations are cosmetic and minor. As a result, they don’t justify rent withholding for repairs. Here are some examples:

  • Worn-out carpets,
  • Peeling paint,
  • Outdated fixtures,
  • A tricky lock,
  • Loose door handles,
  • Flickering lights,
  • Broken microwaves, and
  • Issues tenants cause (such as an infestation resulting from trash they leave sitting around).

While landlords should address these concerns, they don’t make a property legally uninhabitable.

As a rule of thumb, if a health or safety issue makes a tenant seriously consider moving, the warranty of habitability typically covers it.

The “Repair and Deduct” Strategy vs. Withholding 

When landlords ignore major repairs, tenants may have more than one option. Instead of stopping rent payments altogether, many states allow tenants to use repair-and-deduct remedies. Here’s what you need to know:

Withholding Rent

When a tenant withholds rent, they stop paying their monthly bill until their landlord fixes a serious health and safety issue. Tenants must follow their state’s strict legal process, which typically involves the following:

  • Notifying the landlord,
  • Giving them time to make the repair, and
  • Potentially holding the funds in an escrow account.

When withholding rent, tenants don’t fix the issue themselves. They wait for their landlord to hire a contractor, schedule the repair, and pay the vendor directly.

Repair and Deduct

On the other hand, the repair-and-deduct remedy allows tenants to fix the issue themselves. In this case, tenants hire a licensed professional, pay for the repair out of pocket, and then deduct the cost from their next rent payment. Most states limit the amount tenants can withhold to 1 month’s rent and the frequency with which they can use this remedy.

Keep in Mind: Before withholding rent or initiating the repair-and-deduct process, tenants should always review the lease agreement. Check whether your landlord included specific repair procedures or notice requirements. Additionally, review your state’s laws on tenant rights and repairs, and speak with a rental lawyer to stay compliant.

Here’s a helpful checklist tenants can use to determine if they should withhold rent or repair and deduct:

Should I withhold or repair and deduct?Withhold RentRepair and Deduct
Do you have to notify the landlord?YesYes
Does it have to be a serious health or safety issue?YesYes
Do you need the repair completed immediately?No (slower remedy)Yes (faster results)
Do you want the landlord to resolve the issue directly?YesNo
Are you able to pay for the repair upfront?NoYes
Can the cost exceed 1 month’s rent?Possibly, depending on your state’s lawNot usually, many states cap repair and deduct at 1 month’s rent
Is it risky if I don’t follow my state’s specific laws?YesYes

The key takeaway? If the issue is urgent and affordable, tenants may want to consider repair and deduct if their state permits it. However, if the situation is complex, costly, or long-term, state law may allow you to withhold rent for repairs.

But remember, both methods are risky. Tenants should always document everything, consult a legal professional, and exercise caution.

The Legal Process: How to Withhold Rent for Repairs Correctly 

While each state defines its own legal process, here are three steps most jurisdictions require for the withholding rent process.

1. Notify Your Landlord in Writing

First, tenants must send their landlord a written notice for repairs, including:

  • A clear description of the defect,
  • The specific health or safety concern,
  • A reasonable deadline to complete repairs, and
  • Photo or video evidence.

As a best practice, send the notice using Certified Mail, email with a read receipt, or property management software that generates a timestamped record. In 2026, courts look for digital documentation.

Additionally, we recommend saving screenshots, email confirmations, and maintenance logs to strengthen your paper trail.

2. Give Landlords Reasonable Time to Resolve the Issue

After notifying the landlord, tenants generally have to wait 14–30 days before taking the next steps. However, some states reduce the timeline for extreme emergencies, such as when a unit lacks running water. If the landlord begins the repair within that window, you may not need to withhold rent. But if the rental owner fails to take any action, you may need to move forward with your state’s legal process.

3. Use a Rent Escrow Account

Lastly, many states require tenants to deposit the withheld rent into an escrow account. Even if your state doesn’t mandate putting the funds into escrow, we recommend it. Doing so proves good faith and protects tenants against eviction claims.

Did You Know? If you use a rent payment app to make your monthly payment and you suddenly stop paying, you may trigger automated late fees or eviction notices.

All in all, if you follow your state’s guidelines, withholding rent protects you from uninhabitable conditions. But if you don’t, you create serious legal risk.


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State-Specific Rules: From California to New York

Next, let’s look at how rent withholding laws differ by state. In 2026, the answer to “Can a tenant withhold rent for repairs?” varies.

Here’s a quick review of how the process works across the country:

Strict Withholding States

Arizona: Conditional. Tenants may have the right to withhold rent if landlords fail to fix serious health or safety issues after they give proper notice and 10 days to repair (Ariz. Rev. Stat. § 33-1363(A)).

Pennsylvania: Yes. If a landlord fails to provide essential services or utilities, tenants may withhold rent by depositing it into an escrow account (68 Pa. Stat. § 250.206).

Repair and Deduct Focused

California: Conditional. Tenants can either use the state’s legal repair-and-deduct remedy for up to 1 month’s rent (only twice per 12-month leasing period), or vacate the property (Cal. Civ. Code § 1942).

Massachusetts: Yes. Tenants can use the state’s legal repair-and-deduct process for up to 1 month’s rent to resolve health and safety code violations (Mass. Gen. Laws ch. 239, § 8A).

Texas: Yes. Texas law allows tenants to withhold rent in certain situations under the state’s legal repair-and-deduct process, up to 1 month’s rent or $500, whichever is greater (Tex. Prop. Code § 92.017).

Landlord-Friendly States

Florida: Yes. Tenants may lawfully withhold rent if the landlord fails to maintain habitable living conditions, provided they give the landlord written notice and 20 days to resolve the issue (Fla. Stat. § 83.201).

North Carolina: Conditional. Tenants can’t withhold rent in North Carolina for repairs or maintenance issues unless a court specifically authorizes it. Additionally, landlords may continue collecting rent while making repairs (N.C. Gen. Stat. § 42-44(c)).

South Carolina: Conditional. Tenants can deduct the actual cost of essential utilities when landlords don’t provide them. However, tenants must give landlords written notice and follow the state’s legal process (S.C. Code § 27-40-630).

Ohio: Conditional. Ohio law permits tenants to withhold rent, but they must notify their landlord in writing and give them 30 days to address the issue (Ohio Rev. Code § 5321.07).

Specific Metros

New York, New York: Conditional. Instead of withholding rent or using repair-and-deduct remedies, New York City’s housing code allows tenants to seek rent abatement and Article 7A administrative processes (New York City, N.Y., RPAPL § 770).

Chicago, Illinois: Yes. While state law doesn’t permit rent withholding, Illinois law allows tenants to withhold rent or repair and deduct after notifying their landlord (Chicago, Ill., RLTO § 5-12-110).

As you can see, tenants must check their state’s specific regulations before attempting to withhold rent for repairs.

The Risks: Why Withholding is the “Nuclear Option”

Because of the legal risks involved, tenants should treat withholding rent for repairs as a last resort. If a tenant makes a minor mistake, such as failing to provide proper notice or using an escrow account, the landlord can initiate the eviction process.

When tenants have an eviction filing on their record, future landlords can see it when conducting tenant screening — even if a judge dismisses the case. Tenants may have a tough time securing housing for years to come. To prevent this, always speak with a lawyer or try to resolve the issue with your landlord while paying rent.

Tips For Tenants and Landlords: How to Prevent Rent Withholding

All in all, practicing good communication solves more problems than drawn-out, expensive court cases. Here are a few closing thoughts for tenants and landlords.

Tenants: If it comes down to it and you need to take the rent withholding route, write formal requests to landlords, document everything, and review your state’s laws. For additional protection, speak with a trusted lawyer for specific guidance.

Landlords: Your best defense against tenants withholding rent is transparency, documentation, and quick action when responding to repair requests. In 2026, tenants expect you to respond to their messages in-app, not play phone tag or leave emails on read.

Consider using maintenance management software to streamline your landlord workflow. All-in-one platforms like TurboTenant make it quick and easy to track requests, respond to tenant messages, and assign vendors. You get an organized process, legal protection, and helpful automation tools.

Sign up for your free TurboTenant account today to protect your investment and keep your rental income flowing.

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Collect Rent on Time, Every Time

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If you want to collect rent on time, the first thing I’d ask you to do is stop thinking of it as something you chase. I know that sounds like a platitude. Stay with me for a second, because it genuinely changed how we run our properties.

When landlords come to us frustrated about late rent, they almost always describe it as a people problem. My tenant is irresponsible. My tenant doesn’t respect the lease. And sometimes that’s true. But in our experience, the overwhelming majority of late rent is not a character issue at all. It’s a systems issue, and that system might be on the tenant or it might be on you. That distinction matters, because you cannot fix a character problem. You can absolutely fix a system problem.

Here’s the story that taught us this one. We had a tenant who paid on the first of every single month, without fail. Set up her autopay herself, completely conscientious. And her money kept landing in our account on the fifth or sixth. Technically, by our lease, she was late. But was she? In her mind she paid on the due date. In her bank’s mind the transfer was still in progress. Kevin gets into the fix we made and why it was a communication problem, not an enforcement one.

We also spend real time on late fees, and I’ll admit this is where I have to tell on my younger self. Years ago we restructured a late fee and ended up collecting a few hundred extra dollars a month from one tenant for years. At the time I genuinely called it free money. Kevin walks through what we understand now about how California actually judges a late fee, including a case where a landlord’s fee got thrown out, and the single question you should be able to answer before you write a number into your lease.

Then we flip to the carrot, which almost no self-managing landlord uses. There’s something you can offer your tenants that costs you close to nothing and that they genuinely want. There’s now a California law attached to it too, and the exemption language surprised me when I checked it against our own portfolio.

Plus, the four lease clauses that quietly do most of the work, a six-month mistake that cost nothing to fix and everything to notice, and why our software has to be able to say no in a moment when we might not.

By the end of this episode, you’ll have a list of things you set up once, rather than a task you repeat every month.

What You’ll Learn in This Episode

  • Why most late rent is a design problem you can fix, not a character problem you can’t
  • The three payment methods we won’t accept, and what we use instead
  • Why cash apps like Venmo and Zelle create a legal problem you won’t see coming
  • The float between “sent” and “received,” and how it turns good tenants into late ones
  • The four lease clauses that specifically drive on-time payment
  • Why a five-day grace period doesn’t create a cushion, it moves your due date
  • What California actually requires of a late fee, and the test to run on your own
  • Why you should think twice before putting late fees into a pay-or-quit notice
  • How rent reporting works as an incentive, and who AB 2747 actually covers
  • Our full invoice and reminder schedule, dates included

Key Takeaways

1. To Collect Rent on Time, Fix the System, Not the Tenant

Autopay that never got set up. A bank that takes six business days to clear an ACH transfer. An invoice going to an email nobody opens. A tenant who believes rent is due on the fifth because that’s what your grace period taught them. None of that is a bad tenant. That’s a leaky system, and a leaky system is something you can actually go fix.

2. Know Your Float, and Put It in the Lease

An electronic payment can take anywhere from one to seven business days to land, depending on the platform and the banks involved. That gap is where good tenants start looking like late ones. Go look up how long your platform actually takes to settle instead of guessing. Then write it into the lease and say it out loud at signing.

3. Define What “Paid” Means

Our lease says rent must be received by the first to be considered on time. Received. Not postmarked, not initiated, not “I hit send.” If your lease doesn’t spell this out, you will lose the postmark argument, and you’ll lose it repeatedly. Pair it with a deliberately short grace period, because a five-day grace period doesn’t give your tenant a cushion. It teaches them rent is due on the fifth.

4. California Doesn’t Cap Late Fees. It Applies a Standard.

There’s no maximum number written into California law. Instead, your late fee has to be a reasonable estimate of what the late payment actually costs you, and in a residential lease the burden sits with the landlord to justify it. So, here’s the test: if you had to stand in front of a judge and explain how you arrived at that number, could you? If the honest answer is that it seemed like enough to motivate them, that’s a penalty. Check your own state, because this is the most state-specific topic in the whole episode.

5. Use the Carrot, Not Just the Stick

Most of us only penalize. There’s no upside at all for the tenant who pays on the first for thirty-six straight months. Offering to report their on-time payments to a credit bureau hands them something with real financial value, in exchange for the exact behavior you already want. Under AB 2747, holding property in an LLC does not by itself put you on the hook. The statute requires at least one member of that LLC to be a corporation.

Links & References Mentioned in This Episode

Episode 28: The Cash Reserves Blueprint: Protecting & Expanding Your Portfolio

Episodes 32–34: Our Lease and Addendum Breakdown, A 3-Part Masterclass

Episode 49: Analyzing Credit Reports for Tenant Selection

Episode 51: The Hidden Dangers of Using Cash Apps to Collect Rent

Episode 87: Essential Communication Methods Every Landlord Should Know

Episode 128: AI Tools for Landlords

TurboTenant: Great landlord management software for newer landlords

Innago: Completely FREE landlord management software

RentRedi: Management software that syncs with QuickBooks Online

DoorLoop: The best landlord management software for larger portfolios

Rental Kharma: Rent reporting built for tenants with thinner credit files — your listeners get $10 off the setup fee with our link LLResource25OFF

QuickBooks Online: What we use to invoice our own tenants

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Estimated reading time: 3 minutes

Emergency Maintenance Requests: Urgent or Not?

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It’s 9:40 on a Tuesday night, your phone lights up, and the toilet in your rental is leaking. Do you get in the car, or do you go to sleep and call your plumber in the morning? Emergency maintenance requests are the one call almost every self-managing landlord gets wrong at least once, and here’s the frustrating part: you can get it wrong in both directions.

Move too slowly and a $15 dollar supply line becomes subfloor, drywall, cabinets, and possibly the unit below. Kevin shares what that cost us at a vacant property, and the number still makes me wince. However, moving too fast on everything carries its own price. If you send a repair person out, you’re paying after-hours rates on a running toilet, you’re burning out your maintenance person, and worst of all, you’ve quietly taught your tenant that a dripping faucet and a sparking outlet deserve the same phone call.

Read more: Emergency Maintenance Requests: Urgent or Not?

In this episode, we’re handing you the three-tier framework we use to sort emergency maintenance requests across our own portfolio. Tier one is to drop everything. The second tier is to act within twenty-four to forty-eight hours. Tier three is sometime this week, guilt-free. We give you our actual lists for each one, including a tier one item that isn’t dangerous in the slightest but still gets us moving.

Most importantly, we get into the piece almost nobody talks about. The item does not set the tier. The context does. Plus, why it is important to understand your state and local law on habitability violations.

We also share two stories from our own buildings, the four things we set up long before the phone ever rings, and a simple trick involving your phone and a QR code that has saved us more repair calls than anything else we’ve tried.

By the end of this episode, you’ll have a framework you can write into your lease, hand to your tenants at move-in, and stop second-guessing at bedtime.

What You’ll Learn in This Episode

•  The two-part test we run before deciding whether anything qualifies as a true emergency

•  Our full tier one list, from gas and carbon monoxide to a unit that can’t be secured

•  The tier one item that isn’t dangerous at all, and why we go anyway

•  What lands in tier two, and the jurisdiction question you need to answer about hot water

•  Why the same broken toilet is a next-day call in one unit and a same-day call in another

•  Why tier three still gets a same-day acknowledgment, even when the repair is days away

•  The middle move between driving over right now and telling them to wait four days

•  The four things we set up at move-in so the after-hours call goes smoothly

•  How to build a QR code linked to your own how-to video, and why it works

Key Takeaways

1. Sorting Emergency Maintenance Requests Starts with A Two-Part Test

An emergency is anything that threatens life, health, safety, or the structure itself AND gets meaningfully worse with every hour you wait. Both halves have to be true. If they are, you move now regardless of what the clock says. That test is doing more work than any list you could memorize, because it travels with you to situations your list never anticipated.

2. The Item Doesn’t Set the Tier. The Context Does.

This is the whole point of the episode. A clogged toilet in a two-bathroom unit is a next-day call. That same clogged toilet in a one-bathroom home is not. Air conditioning out in mild weather is tier two; at a hundred and eight degrees in Sacramento with an infant in the unit, it’s tier one. Same broken part, different household, completely different answer.

3. What California Law Actually Requires

Civil Code 1941.1 spells out what has to be functional in a rental: heat, plumbing, hot and cold running water, electrical, and weather protection. Civil Code 1942 then presumes thirty days is a reasonable time to make a repair, and that number gets misquoted constantly. It’s a ceiling for routine items, not a target, and the statute itself says it doesn’t stop a tenant from acting sooner when circumstances require it. A gas leak does not get thirty days. As always, check your own state and city, because these rules vary enormously.

4. There’s A Middle Move Between “Driving Over Now” And “Wait Four Days”

When a tenant’s bidet project left him without a working toilet in a one-bathroom unit, we didn’t drive two hours, and we didn’t tell him to wait. We coached him through a workaround on the phone that got him to morning. A bucket under a slow drip. Manually filling a toilet tank. A cooler with ice for a dead fridge. That call costs ten minutes and buys everybody a night of sleep.

5. Set It All Up Before the Phone Ever Rings

Put your definitions in writing with response times attached, not just “call us for emergencies.” Give tenants one after-hours number and be explicit that fire, gas, and carbon monoxide go to 911 first. Route routine requests through software so everything is time-stamped. And teach every tenant where the water shutoffs are at move-in, then back it up with a video and a QR code in the unit binder. Tenants want to be self-sufficient. Give them the chance.

Episodes & Resources Mentioned In This Episode

Episode 8: Our Best Tips for a Smooth Tenant Move-In

Episode 123: Landlord Systems: The Unit Binder

Episode 131: Landlord vs. Tenant Maintenance

TurboTenant: Great landlord management software for newer landlords

Innago: Completely FREE landlord management software

RentRedi: Management software that syncs with QuickBooks Online

DoorLoop: The best landlord management software for larger portfolios

California Civil Code 1941.1 (habitability standards)

California Civil Code 1942 (repair and deduct)  

Connect with Us: 

🌎 Visit our website 

📧 Subscribe to our newsletter.

👆Click this LINK to select from our FREE Landlord Forms and Doc’s

🤳Text Us SMS text to 650-489-4447. We love questions and love letters, hate mail not so much!

📩Email us at: [email protected][email protected] 

✔️Course Waitlist: From Marketing to Move In, Place Your Ideal Tenant

📱 Follow us on InstagramFacebook, & join our private Facebook group 

🎧 Listen & Subscribe on Apple PodcastsSpotify, or your favorite podcast app

Affiliate Disclosure: This episode may contain affiliate links. Your Landlord Resource may earn a commission if you purchase through our links, at no additional cost to you. We only recommend products and services we believe in. These small commissions are to benefit our business so thank you for your support.

Legal Disclaimer: Nothing in this episode constitutes personalized legal or financial advice. Always consult a licensed real estate attorney or CPA for guidance specific to your state, city, and situation. 

How to Get Rid of Cigarette Smells and Bad Odors in a Rental Property

By Ryan Green

Tenant moved out and left a smell behind? Here’s how landlords can remove cigarette smoke and bad odors before the next tenant tours the property.

There are few things more disheartening at tenant turnover than opening the door, taking one breath, and realizing the property smells. Cigarette smoke, lingering pet odors, a damp musty note from a closed-up bathroom – whatever the source, a bad smell will tank a showing faster than a stained carpet or a chipped countertop.

Smell is the one thing photos can’t capture and a quick walk-through can’t fake. Prospective tenants will notice it in the first ten seconds, and most won’t come back for a second look.

This guide walks you through how to get rid of cigarette and other common odors, when to bring in a professional, and how to stop the same problem happening again at your next turnover.

Common Rental Odors and How To Clean Them

In a hurry? Find your odor in the table below and jump straight to the fix. Costs are rough estimates for a typical 1–2 bedroom rental and will vary by region and severity.

OdorDifficultyCost (DIY)How to RemovePro Needed?
Cigarette smoke (light)Moderate$100–$300Ventilate, wash hard surfaces, replace HVAC filters, deep-clean carpets.No
Cigarette smoke (heavy)Hard$500–$1,500 DIY / $1,500–$6,000 proFull clean, then odor-blocking primer (Kilz/Zinsser B-I-N), then repaint. Often needs duct cleaning and carpet replacement.Often yes
Pet urineModerate$50–$200 (cleaners) / $500+ if pad or subfloor needs replacingEnzymatic cleaner on carpets, baseboards, and subfloor. Blacklight test to find missed spots.
Only if pad/subfloor is soaked
Cooking grease & food smellsEasy$30–$100Degrease vent hood, wash inside cabinets, clean behind appliances, repaint kitchen if needed.
No
Mold & mildewHard$50–$200 surface / $500–$6,000+ if remediation neededFind the moisture source first, fix the leak, then clean with a mold-killing solution. 
Yes, if black mold
Garbage & fridge smellsEasy$10–$30Deep-clean fridge with baking soda, run disposal with ice and citrus peel. 
No
Showing tomorrow — no time for a full cleanEasy$20–$150Bake cookies, simmer cinnamon, run an activated-carbon air purifier overnight, ventilate. Buys time, doesn’t fix the underlying problem. 
No

How to Get Rid of Cigarette Smell in a Rental Property: Step by Step

The order of operations matters here. Skipping ahead – for example, painting over smoke-stained walls without sealing them first will cost you the work twice. Smoke residue bleeds straight through fresh paint within days.

1. Ventilate the property aggressively

Open every window. Set box fans in window frames pointing outward to pull air through the property. Run ceiling fans. If it’s safe to do so, leave windows open overnight. This won’t remove the smell on its own, but it clears the airborne particles before you start scrubbing them off surfaces.

2. Remove anything soft that the previous tenant left behind

Curtains, drapes, rugs, fabric blinds, and any leftover furniture all hold smoke. If you can launder them on a hot wash with a cup of white vinegar, do that. If you can’t, throw them out. Trying to deodorize a smoke-saturated curtain costs more in time than replacing it.

3. Wash every hard surface in the property

This is the part most landlords underestimate. Smoke residue is sticky and lives on every surface that wasn’t sealed, including:

  • Walls, ceilings, baseboards, doors, and door frames
  • Window frames, sills, and the inside of window tracks
  • Inside cabinets, drawers, and closets
  • Light fixtures, ceiling fan blades, and outlet covers
  • Interior of appliances (refrigerator, oven, microwave, dishwasher)

Use a strong cleaner. Trisodium phosphate (TSP) works well, mixed per label instructions. A cheaper option is a 50/50 mix of warm water and white vinegar with a splash of dish soap. Wear gloves and eye protection. Wipe top-to-bottom so dirty water doesn’t run over surfaces you’ve already cleaned.

4. Replace HVAC filters and clean the system

Your HVAC system has been circulating smoke for the length of the tenancy. At minimum, replace every filter and wipe down visible vent covers. For moderate to heavy contamination, hire a duct-cleaning service – otherwise the system will keep recirculating the smell into a clean property.

5. Deal with the carpets

Carpet is one of the worst smoke absorbers in any property. Sprinkle baking soda generously across the carpet, leave it overnight, then vacuum thoroughly with a HEPA-filter vacuum. Follow with a professional steam clean.

If after a deep clean you can still smell smoke when you press your nose to the carpet, the smell has migrated into the carpet pad and subfloor. At that point you’re better off pricing out a replacement than fighting a losing battle. Hardwood, vinyl plank, or tile is easier to maintain between tenancies.

6. Seal walls and ceilings with an odor-blocking primer

This is the step that makes regular paint actually work. A stain-and-odor-blocking primer (Kilz Original, Zinsser B-I-N, or similar) forms a barrier that seals smoke residue under the wall surface so it can’t keep off-gassing into the room. Apply two coats. Don’t skip the ceiling – that’s where most of the residue collects.

7. Repaint

Now you can paint. Two coats of a quality interior paint over your sealed primer will reset the walls. This is also a good moment to refresh trim and ceilings for the next tenancy.

8. Final deodorizing pass

Once the property is cleaned, sealed, and painted, run a final neutralizing pass. Options include an air purifier with an activated-carbon filter (running for several days), bowls of white vinegar or activated charcoal placed in each room, or an ozone treatment performed by a professional. Ozone treatment is highly effective for heavy contamination but the property must be unoccupied during treatment.

Other Common Turnover Odors and How to Tackle Them

odors in a landlord property

Cigarette smoke is the headline problem, but it’s rarely the only one a landlord finds at turnover. Here’s how to handle the other usual suspects.

Pet urine and pet odors

Skip household cleaners – they won’t break down the proteins in urine that cause the smell. Use an enzymatic cleaner (Nature’s Miracle, Rocco & Roxie, etc.) on carpets, baseboards, and subfloor.

For heavily soaked carpet, the pad and sometimes the subfloor below need replacing. A blacklight in a dark room will show you every spot you missed.

Cooking grease and strong food smells

Most of this is concentrated in the kitchen. Degrease the vent hood and filter, wash inside cabinets, clean behind and underneath the stove and refrigerator, and replace any grease-stained ceiling tiles.

A coat of paint in the kitchen is often enough to finish the job.

Mold, mildew, and musty smells

A musty smell means moisture. Don’t just clean – find the source. Check bathrooms, around windows, under sinks, and behind washing machines. Fix the leak or ventilation issue, then clean affected areas with a mold-killing solution.

If you find black mold, get a professional assessment. Landlords have habitability obligations around mold in most states.

Garbage and fridge smells

Usually solved by a deep clean. Empty the refrigerator, wipe it down with a baking soda solution, and leave a box of baking soda inside with the door propped open for 24 hours. Check garbage disposal drains and run them with ice and citrus peel.


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When to Call a Professional

DIY works for most light-to-moderate odor jobs, but bring in a pro if:

  • The property is heavily smoke-contaminated: if walls and ceilings are visibly yellow, you’re looking at a multi-day job with specialist equipment.
  • You have a tight turnover window: the math often favors paying for a one-day professional clean over losing two weeks of rent to a slow DIY.
  • There’s biohazard or mold contamination: don’t handle either yourself.
  • You’ve cleaned, sealed, painted  and the smell is still there: that’s usually a duct or subfloor issue and needs specialist equipment.

Professional remediation typically runs $1,500–$6,000 depending on property size and contamination level. Track every dollar – you may be able to deduct it from the previous tenant’s security deposit if smoking was prohibited by the lease, and it’s a deductible operating expense either way.

Quick Hacks for a Tight Turnaround (When You Can’t Do a Full Clean)

Sometimes the showing is tomorrow and the smell is today. These won’t fix a real smoke problem – for that you need the full process above but they’ll buy you a cleaner first impression while you book in the deeper work.

A few that actually move the needle:

  • Bake cookies or simmer something on the stove an hour before the showing: the old realtor trick still works because it does two things at once: it puts a strong, pleasant smell in the air and signals “lived-in and looked-after.” Cinnamon sticks, orange peel, and cloves simmered in water on low heat are the no-effort version if you don’t want to bake.
  • Run a reed diffuser or plug-in in each room: place them near doorways and in hallways where prospective tenants first walk in. Skip anything overly floral or chemical-smelling- clean linen, citrus, and light woody scents read as “clean” rather than “covering something up.”
  • Open a box of baking soda in each closet and under sinks: Cheap, invisible to the eye, and genuinely absorbs odors rather than masking them. Bowls of white vinegar left out overnight work the same way and won’t leave any smell of their own by morning.
  • Run an air purifier with an activated-carbon filter for 24–48 hours before the showing: this is the single best short-notice option. Carbon filters actually pull odor molecules out of the air rather than just masking them. A mid-range purifier will make a noticeable difference in a small unit overnight.
  • Wipe down the entry points: front door, door frame, light switches, the inside of the entry coat closet. The smell that hits a prospective tenant in the first five seconds matters more than the smell in the back bedroom. Even a quick wipe with a vinegar-and-water solution on these surfaces resets the first impression.
  • Open every window for an hour before the showing: then close them 15 minutes before tenants arrive so the property isn’t cold. Fresh-air ventilation right before a viewing is the closest thing to a free trick that actually works.

One word of warning: don’t rely on quick fixes for an actual smoke-damaged property. Prospective tenants who like the property will come back for a second viewing, and the masking smell will be long gone by then. Use these to bridge the gap to a proper clean – not to replace it.

How to Prevent This Happening at Your Next Turnover

A bad-smell turnover is a problem that’s much cheaper to prevent than to fix. A few things to put in place before the next tenancy starts:

1. Include a no-smoking clause or smoking addendum in your lease

A clear no-smoking clause makes smoke damage a breach of the lease, which lets you charge against the security deposit if it happens. A standalone smoking addendum spells out what’s covered (cigarettes, vapes, marijuana, anything else you want to include) and the consequences of breaching it.

2. Screen tenants properly

Smokers and heavy pet owners aren’t a protected class, so it’s reasonable to ask about smoking habits during screening. Pair that with full credit, background, and rental history checks. Past landlord references are the best signal for how a tenant treated their last property.

3. Run a thorough move-in inspection with photos

Document the property’s smell-free starting condition with date-stamped photos and a signed move-in checklist. If the property comes back at move-out with smoke damage, you have a clear before/after record to support any security deposit deduction.

4. Schedule routine inspections during the tenancy

Most leases allow for periodic inspections with reasonable notice. Catching a lease violation six months in is far cheaper than discovering it a year later at turnover. A periodic walk-through also signals to tenants that the property is being looked after.

5. Itemize and charge for damage at turnover

If smoke damage occurs and your lease prohibits smoking, you can typically deduct cleaning, sealing, and painting costs from the security deposit, provided the costs are documented and the smoke damage is beyond normal wear and tear. Use an itemized damages list with receipts attached, and always check your state’s security deposit laws before sending the deduction notice.

Can a landlord charge a tenant for cigarette smoke damage?

Yes, in most cases – provided the lease prohibits smoking and the damage goes beyond normal wear and tear. You can typically deduct the cost of cleaning, sealing, repainting, and replacing damaged carpets or fixtures from the security deposit. Keep itemized receipts, and review your state’s security deposit laws before issuing the deduction.

Does painting alone get rid of cigarette smell?

No. Standard paint won’t seal in the smoke residue, and the smell will bleed back through within days or weeks. You need to clean every hard surface first, then apply an odor-blocking primer (such as Kilz Original or Zinsser B-I-N), then paint over that. Skipping the primer is the single most common mistake landlords make.

How long does cigarette smoke smell last in a rental?

If untreated, smoke residue can off-gas for months or even years. Even after the property is aired out, the smell will return on humid days because moisture reactivates the residue. The only permanent fix is to clean, seal, and repaint affected surfaces — ventilation alone won’t solve it.

Is cigarette smoke damage considered normal wear and tear?

No. Normal wear and tear covers minor deterioration like faded paint or worn carpet. Smoke damage requires specialized cleaning and sealing to remove, and is generally treated as tenant-caused damage – especially if the lease prohibits smoking. That makes the cost deductible from the security deposit in most states.

What’s the best way to prevent smoke and odor problems in the first place?

Include a no-smoking clause in the lease, screen tenants thoroughly, run a documented move-in inspection, and schedule routine inspections during the tenancy. Catching a problem six months in is much cheaper than discovering it at turnover.

Bad Odors Turn Off Prospective Tenants

A bad smell during tenant turnover is one of the most frustrating problems a landlord can inherit -but it’s also one of the most fixable, as long as you tackle it in the right way.

Beyond the cleanup itself, the smartest move is preventing the problem next time around: a solid lease with a no-smoking clause, proper tenant screening, documented inspections, and a system for tracking every expense at turnover so nothing slips through the cracks.

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Tips For How to Increase Rent

Source: American Apartment Owners Association

For landlords, raising the rent can be a touchy subject. There are times when rent increases are necessary to keep up with rising costs of property ownership, yet a rent raise can spook renters from renewing their lease. There are ways to raise the rent while decreasing the sting for renters. If you can keep renters happy and protect your interests, your renters will be more likely to stay.

How to Handle a Tenant Rent Increase

Savvy landlords are always keeping their rents in line with market rate by adjusting rent amounts every year. Tenants are less likely to balk at a slight rent increase ($50 or under) than they are when the rent goes up by hundreds of dollars overnight.

A good rule of thumb is to raise rents by 2 to 4 percent annually. For a $2,000 apartment, this works out to $40 to $80 — a number not likely to spook renters.

When you increase the rent by a small amount each year, you acclimate renters to this trend. If they don’t like it, they’ll leave. Otherwise, they will come to accept a small rent increase each year and will be much less likely to complain.

While you should strive to be competitive with market rates and recoup the costs of maintenance and mortgage payments, you will lose renters if you increase the rent by more than 8 percent in a year. This may be unavoidable if you’ve delayed a rent increase for several years. If that happens, start fresh with new tenants who can afford the higher rate. Then, commit to incremental raises each year so you don’t fall behind again.

If tenants try to negotiate with you, consider an incentive that benefits everyone. Rather than renewing their lease for 12 months at your higher rent rate, ask them to sign a two- or three-year lease at a number that splits the difference between the old rent and the new rent. They’ll be relieved they don’t have to pay as much, and you’ll enjoy stability for the foreseeable future.

Apartment turnover is a common time to lose money, as landlords often use the occasion to make property improvements, spend money advertising, and invest a larger amount of time in managing their property. The less often you turn over apartments, the more profitable every property is — even if you could be earning $25 or $50 more in rent.


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Invest in Your Tenants

Always be cordial and responsive when you see or hear from your tenants. A smile and greeting go a long way in building a positive relationship. Most tenants have had shady landlords, so they appreciate renting from someone who cares about the property and his or her renters’ satisfaction. Even if they dislike a rent increase, tenants who have warm feelings toward their apartment and their landlord are more willing to pay a little more to maintain their quality of life than move out over a bit of cash.

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What To Do After a Tenant Signs Their Lease: The Process We Never Skip

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So, the lease is signed, the confetti’s basically falling, and then… what? If you’ve ever found yourself scrambling three days before move-in trying to remember whether you actually collected the security deposit, this episode is for you. Kevin and I are walking you through exactly what to do after a tenant signs their lease, starting with the money you need in hand before you ever hand over a key, and the one rule we refuse to break, no matter how much we like a new tenant.

We’re also getting into our pre-move-in walkthrough process, including a California law that changed how many photos we now take of every single unit, and why it’s actually in our best interest, even though it felt like a hassle at first.

Plus, I’m sharing what’s actually inside our welcome email and our tenant unit binder, the small welcome gift we leave for every new tenant, and a story about a garbage disposal habit that cut our repair calls almost to nothing.

And toward the end, we give an honest, unsponsored rundown of the landlord software platforms people ask us about most, so you can decide what’s actually worth paying for.

Hit play, because by the end of this episode, you’ll have a repeatable process for everything that happens between signing day and move-in day.

What You’ll Learn in This Episode

  • The exact order of operations for funds, documentation, and rent setup after a lease is signed
  • The one rule we never break, no matter how much we like a new tenant
  • Why California now requires landlords to photograph every unit before, during, and after a tenancy
  • What’s actually inside our welcome email and tenant unit binder
  • The simple habit that’s cut our garbage disposal repair calls to almost nothing
  • An honest, unsponsored comparison of Innago, TurboTenant, DoorLoop, and RentRedi

Links & References Mentioned in This Episode

Episode 8: Our Best Tips for a Smooth Tenant Move-In

Episode 26: Welcome Gifts — Why They’re Important for Your Rental Property Business

Episode 67: Renters Insurance — What Every Landlord Needs to Know

Episode 123: Landlord Systems — The Unit Binder

FREE Move-In / Move-Out Inspection Form

BLOG: 10 Things Tenants Need to Know at Move-In

BLOG: The What and Why of Move-In and Move-Out Inspections

Innago: Completely FREE landlord management software

TurboTenant: Great landlord management software for newer landlords

RentRedi: Management software that syncs with QuickBooks Online

DoorLoop: The best landlord management software for larger portfolios

Connect with Us: 

🌎 Visit our website 

📧 Subscribe to our newsletter.

👆Click this LINK to select from our FREE Landlord Forms and Doc’s

🤳Text Us SMS text to 650-489-4447. We love questions and love letters, hate mail not so much!

📩Email us at: [email protected][email protected] 

✔️Course Waitlist: From Marketing to Move In, Place Your Ideal Tenant

📱 Follow us on InstagramFacebook, & join our private Facebook group 

🎧 Listen & Subscribe on Apple PodcastsSpotify, or your favorite podcast app

*This post contains affiliate links.  We may earn a very small commission (at no additional cost to you) if you purchase from here.  These small commissions are to benefit our business so thank you for your support.

Estimated reading time: 3 minutes

Lease Addendum vs. a New Lease: How to Know Which One You Need

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If you have ever stared at a lease wondering whether you need a lease addendum vs new lease entirely, you are exactly who this episode is for. It is one of the questions Kevin and I get asked often, and it makes sense why. The wrong call does not just feel messy; it can leave your paperwork unable to hold up when you actually need it to.

In this episode, we walk through the simple test we personally use every time something changes mid-lease, whether that is a new pet, a new fee, or a tenant situation nobody saw coming. We share a few of our own stories along the way, including a routine mold inspection that turned up something unexpected in a supposedly empty closet, and the time complete strangers tried to rent one of our units with zero intention of ever actually living there.

We also pull back the curtain on where Kevin and I personally get our own leases and addendums from, and we give an honest, unsponsored rundown of the landlord software platforms people ask us about constantly, so you can decide what is actually worth paying for.

By the end of this episode, you will have a clear, repeatable way to know exactly which document to reach for, every single time something changes.

What You’ll Learn in This Episode

  • The simple test we use to decide between an addendum, an amendment, and a brand-new lease
  • The difference between changing a term that already exists in your lease versus adding a completely new one
  • Real examples of when an addendum is all you need, including pets, utility fees, and subletting rules
  • Why a routine inspection once turned into a lease decision we did not see coming
  • The near miss that almost turned one of our own units into a full time Airbnb, and the insurance detail every landlord should know about short-term stays
  • When a rent increase, a security deposit change, or a new lockout fee only needs an amendment
  • When occupancy or timeframe changes means you need to redo the lease completely
  • Why getting this distinction wrong can cost you in front of a judge or with a confused tenant
  • Where we personally get our own leases and addendums from, and what it actually costs
  • An honest, unsponsored breakdown of the landlord software platforms people ask about most

Key Takeaways

1. Lease Addendum vs New Lease: The Simple Test We Use

Our rule of thumb is this: if you are adding something that was not in the original lease, like a new pet policy or a new utility fee, an addendum is all you need. If you are changing a term that already exists, like the rent amount or the security deposit, that is an amendment. And if the relationship or the financial terms have changed enough that a judge would need real effort to piece the story together from your original lease plus an attachment, it is time to write an entirely new lease.

2. Addendums Handle New Rules Without Touching What You Already Signed

We cover real examples from our own properties, including a pet addendum we personalized for a tenant’s new cat, and a utility fee addendum we rolled out when we started billing tenants for a portion of water, sewer, and garbage costs. We also share a story about a near miss with a couple who wanted to rent one of our units purely to sublet it on Airbnb, and why that pushed us to start offering midterm rentals ourselves.

3. Amendments Update What’s Already There, Redoing the Lease Starts Fresh

Sometimes you are not adding something new, you are changing a number or a rule that already exists, like raising the rent to offset a higher insurance premium. That is an amendment. But when the occupancy or the timeframe of the agreement itself changes, like a guest becoming a permanent roommate or a tenant’s child turning eighteen mid-lease, we walk through why that calls for a completely new lease instead.

4. Where We Actually Get Our Own Leases and Addendums

Kevin and I pull our own leases from the California Apartment Association, a paid membership that gives us far more than templates. We also talk through what to look for in a state or local rental housing association if you are outside California, and when it makes sense to simply pay a real estate agent to draft the lease for you. From there, we give an honest comparison of Innago, TurboTenant, RentRedi, DoorLoop, and ezLandlordForms, including which ones we actually use ourselves.

Legal Disclaimer: Nothing in this episode constitutes personalized legal or financial advice. Always consult a licensed real estate attorney or CPA for guidance specific to your state, city, and situation.

Links & References Mentioned in This Episode

Episode 32-34: Our Lease and Addendums Masterclass (starts at EP32)

Episode 115: Our New Utility Fee Breakdown

Episode 129: Should You Allow Smoking in Your Rental

Episode 130: Guest Policies — What They Are, Why They Matter, and How to Actually Enforce Them

Episode 22: The Pros and Cons of Renting to Pet Owners

Episode 61: Fair Housing and Emotional Support Animals (ESAs)

Episode 108: Navigating Reasonable Accommodation Requests

Innago: Completely FREE landlord management software

TurboTenant: Great landlord management software for newer landlords

RentRedi: Management Software that syncs with QuickBooks’s Online

DoorLoop: The best landlord management software for larger portfolios

EZLandlordForms State specific leases and addendums, over 400 forms available!

California Apartment Association Where we get our landlord forms

Connect with Us: 

🌎 Visit our website 

📧 Subscribe to our newsletter.

👆Click this LINK to select from our FREE Landlord Forms and Doc’s

🤳Text Us SMS text to 650-489-4447. We love questions and love letters, hate mail not so much!

📩Email us at: [email protected][email protected] 

✔️Course Waitlist: From Marketing to Move In, Place Your Ideal Tenant

📱 Follow us on InstagramFacebook, & join our private Facebook group 

🎧 Listen & Subscribe on Apple PodcastsSpotify, or your favorite podcast app

*This post contains affiliate links.  We may earn a very small commission (at no additional cost to you) if you purchase from here.  These small commissions are to benefit our business so thank you for your support.

Estimated reading time: 3 minutes

Unit Turnover Checklist: What Actually Happens Between Tenants

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Episode Summary

A turnover is one of those parts of being a landlord that quietly determines whether your rental is actually profitable. Do it fast and thorough, and you protect your income and set the tone for your next tenant relationship. Rush it, or drag it out, and you either miss something that costs you later or lose weeks of rent you’ll never get back.

In this episode, Kevin and I walk through our entire turnover process, from the moment a tenant gives notice to the day a new tenant gets their keys. We cover the safety and maintenance checks we never skip, how we make decisions on paint and flooring, the deep cleaning details that make the biggest first impression, and how we decide when to start marketing a vacant unit.

We also share several of our own real turnover stories along the way, including the one that’s still, hands down, our most expensive and nastiest turnover to date.

What You’ll Learn in This Episode

  • Why the days right after move-out matter more to your bottom line than most landlords realize
  • The safety checks we run on every unit before handing over new keys, and why we photo-document them
  • Our approach to re-keying locks, checking gas lines, and other non-negotiable safety steps
  • How we decide between touch-up paint and a full repaint, and why we standardize our paint color
  • When carpet needs replacing versus deep cleaning, and why we use an 8-pound pad
  • The deep cleaning details that make the biggest difference to a prospective tenant
  • What we include in our tenant welcome gift and unit binder, and why
  • How we decide when to start marketing a vacant unit, and why we don’t always list early
  • Why your tenant screening criteria needs a fresh look before every new listing

Key Takeaways

1. Safety and Maintenance Come First, No Exceptions

Every turnover starts with a full safety check: smoke and carbon monoxide detectors, re-keyed locks, working egress windows, fire extinguishers, and gas line checks. We test everything, photo-document our smoke detector batteries with install dates, and re-key every lock for every new tenant, no exceptions.

We also walk through leaks in every sink, toilet, and window. It’s the step we think gets skipped most, and it’s saved us from a serious problem before. We share the story of a washing machine leak that went unreported, and the mold remediation it cost us by the time we caught it.

2. Paint and Flooring: Spend Smart, Not Everywhere

We don’t repaint every wall on every turnover. We touch up scuffs and only repaint a wall if more than about 40% of it is marked, using one standardized, neutral paint color across all of our units so touch-ups always match. For flooring, carpet typically lasts five to fifteen years, and when we do replace it, we always upgrade to an 8-pound pad, which extends the carpet’s life and helps with noise between units.

3. Deep Cleaning Is the Detail That Sells the Unit

Cleanliness is, in our opinion, the single biggest factor in whether a prospective tenant gets excited about a unit or turns around and walks out. We clean every surface, inside every appliance, every vent, every light fixture, with no exceptions. We also leave a small welcome gift and a unit binder with move-in essentials, which sets the tone for the entire tenancy.

4. Get Ready for the Next Tenant the Right Way

We talk through when it makes sense to start marketing a unit before the old tenant is even out, and why we generally prefer to wait until we know exactly what work is needed. We also cover why your tenant screening criteria needs a fresh look before every new listing, since landlord tenant law changes often enough that an old listing can create real legal risk.

Legal Disclaimer: Nothing in this episode constitutes personalized legal or financial advice. Always consult a licensed real estate attorney or CPA for guidance specific to your state, city, and situation.

Links & References Mentioned in This Episode

Episode 7: A Guide to Move Out Procedures and Security Deposits

Episode 23 & 24: Marketing Your Rental Property (2-Part Series, starting at EP23)

Episode 28: The Cash Reserves Blueprint: Protecting & Expanding Your Portfolio

Episode 32-34: Our Lease and Addendums Masterclass (starts at EP32)

Episode 55: Preventative Maintenance That Brings Peace of Mind

Episode 124: How to Shoot Rental Property Photos That Get Attention

Episode 128: AI Tools for Landlords

Kwikset Re-Key Set

Kwikset Re-Key “How To” Video

Fire Escape Ladder

Gas Shut-Off Wrench

Touch-Up Paint Cups

“Welcome” Toilet Paper Stickers

Connect with Us: 

🌎 Visit our website 

📧 Subscribe to our newsletter.

👆Click this LINK to select from our FREE Landlord Forms and Doc’s

🤳Text Us SMS text to 650-489-4447. We love questions and love letters, hate mail not so much!

📩Email us at: [email protected][email protected] 

✔️Course Waitlist: From Marketing to Move In, Place Your Ideal Tenant

📱 Follow us on InstagramFacebook, & join our private Facebook group 

🎧 Listen & Subscribe on Apple PodcastsSpotify, or your favorite podcast app

*This post contains affiliate links.  We may earn a very small commission (at no additional cost to you) if you purchase from here.  These small commissions are to benefit our business so thank you for your support.

Estimated reading time: 3 minutes

Summer Tax Prep: Why Now Is the Time to Get Ahead

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Episode Summary

February is too late for tax prep. By the time most landlords think about taxes, the tax year is already locked — and whatever deductions they missed, whatever decisions they wish they’d made differently, that window has closed.

In this episode, we make the case for why summer is actually the most strategic time of year to get your rental finances in order. With several months still left in the tax year, there’s still time to track expenses, run a mid-year financial check-in, clean up your records, and have a real planning conversation with your CPA before year-end — not a post-mortem one in January.

We also share a personal story about missing a significant expense on one of their own properties — and why by the time they caught it, it was too late to do anything about it.

What You’ll Learn in This Episode

  • Why summer — not January — is the best time to focus on your rental finances
  • The three things every landlord should be doing right now to get ahead on taxes
  • How to do a mid-year financial check on your rental property (and what questions to ask)
  • Why clean books in the fall means a strategy conversation with your CPA instead of an expensive cleanup
  • How accounting tools like QuickBooks, TurboTenant, DoorLoop, RentRedi, and Innago can make this easier
  • Why QuickBooks works great for some landlords — and why it’s not the right fit for everyone

Key Takeaways

1. Get Your Expense Tracking Current — While It’s Still Fresh

Summer is when most of your maintenance and repair expenses are happening: HVAC servicing, painting, fence repairs, appliance replacements. If you’re not logging those expenses as they happen, you could be sitting on deductions you don’t even know you have. Legitimate rental expenses are generally deductible in the year you pay them — but only if you track them.

Stacie and Kevin share a personal example of missing a couple-thousand-dollar deduction because an expense was charged to a personal credit card and never logged against the property. By the time they found it, amending the return wasn’t worth the cost.

2. Run a Mid-Year Financial Check on Every Property

Getting your expenses current is just the start. The real value is pulling an actual profit and loss number — money in, money out, by property — so you can make informed decisions before December instead of discovering problems in February when most people do their tax prep.

Questions to ask yourself mid-year:

  • Are you holding adequate cash reserves? (Rule of thumb: 10–15% of gross rents)
  • Are all security deposits held separately and in the correct amounts?
  • When does your insurance renew — and is your coverage still adequate?
  • Are your property taxes assessed correctly? (If values have fallen, reassessment may save money)
  • Who pays utilities? Is there room to add fees or recapture expenses?
  • What planned maintenance or improvements could be completed before year-end to be deducted this tax year?

3. Build Clean Records Before Your CPA Conversation

If you walk into a fall planning meeting with messy books, your accountant spends their time — and your money — on data entry instead of strategy. If you walk in with clean, current financials, that conversation can actually be about decisions.

QuickBooks Online allows you to invite your CPA directly as an Accountant user, giving them full view-and-edit access to your books. Many CPA firms already use QuickBooks, which means a clean QuickBooks file can eliminate a significant amount of manual data transfer at tax time.

Accounting Tools Mentioned in This Episode

We use QuickBooks to invoice tenants and auto-code income directly to the right accounts — no manual entry, no end-of-month reconciling. However, we’re clear that QuickBooks works well for us specifically because Stacie has an accounting and finance background. For landlords without that background, the setup learning curve is real.

Property management platforms that build accounting directly into their products — like TurboTenant, DoorLoop, RentRedi, and Innago — may be a better fit for landlords who want Schedule E categories and income/expense tracking built in from day one. DoorLoop and RentRedi also offer QuickBooks sync for landlords who want both systems working together.

Affiliate Disclosure: This episode contains affiliate links. Your Landlord Resource may earn a commission if you purchase through our links, at no additional cost to you. We only recommend products and services we believe in.

Legal Disclaimer: Nothing in this episode constitutes personalized tax, legal, or financial advice. Always consult a licensed CPA or real estate attorney for guidance specific to your situation.

Links & References Mentioned in This Episode

Episode 12: Our Experience With a 1031 Exchange, Would We Do It Again?

Episode 18: 7 Ways to Increase Profit for Your Rental Property

Episode 28: The Cash Reserves Blueprint: Protecting & Expanding Your Portfolio

Episode 45: Basic Tax Strategies For Real Estate Investors

Episode 46: Advanced Tax Strategies for Your Real Estate Portfolio

Episode 55: Preventative Maintenance That Brings Peace of Mind

Episode 79: Accounting Software Options for Real Estate Investors

Episode 99: 5 Oversights That Drain Your Income

Episode 111: Stop Guessing, Start Budgeting

Good Read: Basic Tax Strategies 

Good Read: Advanced Tax Strategies Book    

QuickBooks (30% off first 6 months):

TurboTenant Create a FREE account today!

DoorLoop: Syncs Directly to QuickBooks

RentRedi: Syncs Directly to QuickBooks

Innago: Create a FREE account today!

Connect with Us: 

🌎 Visit our website 

📧 Subscribe to our newsletter.

👆Click this LINK to select from our FREE Landlord Forms and Doc’s

🤳Text Us SMS text to 650-489-4447. We love questions and love letters, hate mail not so much!

📩Email us at: [email protected][email protected] 

✔️Course Waitlist: From Marketing to Move In, Place Your Ideal Tenant

📱 Follow us on InstagramFacebook, & join our private Facebook group 

🎧 Listen & Subscribe on Apple PodcastsSpotify, or your favorite podcast app

*This post contains affiliate links.  We may earn a very small commission (at no additional cost to you) if you purchase from here.  These small commissions are to benefit our business so thank you for your support.

Estimated reading time: 3 minutes