Source: Landlord Gurus
Before you get down to marketing your rental you need to decide on some basic rental terms you’ll be asking a renter to agree to. Below is a brief rundown.
Each property is different, so you’ll want to make sure you think carefully about what will work best in your case. Here are some common rental terms:
- 1-year lease
- Something shorter than a year, like for student housing
- Month-to-month
Something else to think about is whether the tenancy ends at the end of the term. For example, if it’s a one-year lease, at the end of the year, is the tenancy over or will it automatically revert to month-to-month?
Animals
Do you accept pets at all, and if so what kind and how many? For example, some of our properties will allow cats but not dogs.
Be careful not to lump Service Animals and Emotional Support Animals into your “pet policy”, as they are NOT considered pets and there are strict rules about what you can and cannot do when people have them.
If you do allow pets, consider the different types of pet fees and things you might need to ask for. For example, charging for pet screening, pet deposits, and pet rent. Are you going to charge a flat fee for having a pet? Or will you charge monthly?
Setting the Rent
You can quickly survey listings on Zillow, Craigslist, etc. to get a feel for how the competition is priced. Many property management software products also have free rent estimation features. You could also use products that give you comparables, trend lines for local rent, and pricing suggestions.
Utilities
You’re also going to want to decide how you and your tenant will handle utilities.
Which utilities can tenants put directly in their names? Generally, these should be metered separately so that they are only paying for what they use, but sometimes there are exceptions or tradeoffs.
Where not separately metered there are multiple ways to charge tenants for utility costs:
- RUBS: Ratio Utility Billing System — charging tenants for actual utility expenditures, usually calculated based on square footage or occupancy.
- Submeters
- Flat fees: For example, $40/person/month for water, sewer, and garbage.
WiFi
Will you provide WiFi for the property, or do tenants pay for their own service? Consider whether your building is wired in such a way that tenants can get their own service easily, and without a bunch of new holes being drilled.
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Parking
Will parking be included, or is it an extra fee? Some places, like Seattle, require parking to be separate.
Deposits and Fees
Consider whether you want to separate deposits for different purposes, or use one umbrella security deposit. We often just take one general security deposit. Note that there are requirements in some places regarding how you handle the money.
A security deposit is generally fully refundable but can be used for unpaid rent or fees, repairs, cleaning, or other amounts due.
Another type of deposit is a cleaning deposit, which tenants pre-pay for having the unit cleaned at move-out. They don’t need to deep clean anything at the end. This is a good way to handle concerns regarding cleanliness and having to hire cleaners without compensation.
Going back to pet deposits and fees, decide whether you want to collect a fee that’s not refundable. This can be used for services at the end of the tenancy to prepare your rental after having a pet in it.
Next is application fees. Nowadays, screening services will collect a fee, which makes it easy, as you don’t have to worry about collecting or refunding fees.
There are also some miscellaneous fees for things like storage or locker fees. If you have those amenities on your property, that’s something you can charge for. Amenity fees are something that we have seen at larger, nicer complexes. They might tack on a fee because they have a nice fitness center or other amenities that tenants can use.
Another thing that we charge for is a lockout or lost key fee. If the tenant does not want to pay that fee, they can instead hire a locksmith to let them into the property.
There will also be move-in costs. When the tenant first moves in, what will they have to pay upfront? Usually, it’s the first month’s rent and possibly the last month’s rent that you’ll collect upfront. Along with any of the deposits you choose to charge. In some places, there are regulations on how much you can collect.
Takeaway
Before marketing your property, be sure to decide on the things you’ll need to communicate upfront. This includes the things that we went over in this article, such as animals, rent, deposits, and fees. This will ensure that prospective tenants understand what they’ll be getting themselves into.
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By Ryan Squires
Ideally, the landlord-tenant relationship is built on great communication, timely issue resolution, and prompt rent payments. Although most tenants pay their rent as they’re supposed to, it can be stressful for landlords when days go by without a check or a promise to pay.
So, how can you ensure timely payments without pestering your tenants endlessly? How can you maintain a solid working relationship with your tenants so they understand the importance of timely payments? And how can you make sure that you maintain a solid foundation for your investment and properly anticipate your cash flow?
In this rent reminder guide, we’ll review some strategies for landlords and tenants to ensure timely rent payments.
Key Insights
- Understanding when rent payments are expected is a key component in understanding the cash flow of a landlord’s investment. It can dramatically impact maintenance schedules, property tax payments, and other property expenses.
- Rent reminders can be sent in various ways, including email, text messages, and push notifications. They should be polite, clear, and to the point.
- TurboTenant is a free-to-use property management platform that offers multiple ways to remind tenants to pay rent on time, regardless of how many properties they manage.
Understanding the Importance of Timely Rent Payments
Renting out property is an investment; receiving rent payments is critical to ensuring a return. Whether you own and lease out one or multiple properties, fully understanding your cash flow is crucial to effectively running your business.
For landlords, rent payments past their due date can lead to delayed maintenance, deficient cash flow, and a chain of potentially delayed payments for other property expenses, including property taxes, utilities, or other costs incurred from owning and renting a unit.
Late payments are generally subject to the lease terms for tenants, which can lead to late payment penalties and, eventually, potential legal consequences like eviction.
How to Set Up Rent Reminders
As a property manager, developing smart strategies to remind tenants to pay rent, ensure timely payments, and build a strong relationship with your tenants is essential. One way to set up a rent reminder is to utilize property management software like TurboTenant.
Many rent collection platforms offer the ability to automatically remind tenants through push notifications, text messages, or emails every month before rent is due. These methods are beneficial because they shift the conflict associated with asking for late rent to software. Now, you don’t have to be the bad guy.
Landlords can also offer auto payment options for tenants, where rent is automatically deducted monthly from the payment method of a landlord or tenant’s choice. This is a great way to ensure that rent is always on time.
Best Practices for Rent Reminders
Creating an effective rent reminder process is a great idea, especially for landlords who manage a large number of properties, where it can become challenging to keep track of each tenant.
In general, reminder messages should be concise, clear, and to the point, which helps set clear expectations. Here are some tips and best practices to help make the process as easy as possible for all parties.
Clear Communication from Day One
The best way to establish a positive landlord-tenant relationship is to ensure that the tenant thoroughly understands the expectations set out in the lease agreement. Explaining rent collection due dates, grace periods, and payment methods will smooth the process.
Use Multiple Reminder Channels
Not everyone is great at checking their email these days, so landlords might opt to send a rent reminder notice by text message, push notification from property management software, or even a quick phone call to check-in.
Send a Quick Thank You
Confirming receipt of rent payments and thanking tenants for paying on time is also a great way to make sure the tenant feels like a part of the rental process and not just a cog in a faceless business transaction. A quick “thank you” takes no time at all and can help build trust and a solid relationship foundation.
Sample Rent Reminder Messages
Keeping open lines of communication with your tenants is a great way to make sure they pay their rent on time. It also establishes a positive relationship that encourages tenants to stay in touch about maintenance or repair issues.
Here’s an example of a rent reminder email:
Hi [Tenant],
Just a quick reminder that your rent for next month is due on [Due Date]. Please make sure your payment is made on time to avoid any late fees. As a reminder, you can make your payment via [Option 1], [Option 2], or [Option 3].
If you have any questions or need assistance, please don’t hesitate to contact me at [Phone / Email].
Thank you,
[Landlord name]
And here’s a rent reminder text message sample:
Hi [Tenant], this is [Landlord] reminding you that rent for your unit is due on [Due Date]. Please make your payment by this date to avoid any late fees via [Option 1], [Option 2], or [Option 3]. Thanks, and have a great day!
Rent reminders through push notifications are usually even shorter than text messages and are straight to the point:
Hi [Tenant]. Rent is due on [Due Date]. Please let me know if you have any questions.
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Dealing with Frequent Late Payments
Frequent late payments from a tenant can be challenging for landlords and potentially disastrous for tenants. So, what’s the best way to handle habitually late rent payments?
Understanding the root cause of late payments is the first step in determining a course of action. If tenants are experiencing temporary financial hardships, figuring out how to navigate it together could resolve the issue quicker than expected or encourage the tenant to find other ways to pay rent on time. Meeting with the tenant to go over the lease agreement and reinforce the terms in the lease could also help the tenant understand what’s at stake for them if they continue to pay rent later than the due date or an outlined grace period. Making sure they have their own copy of the lease guarantees they have a copy to reference.
For tenants experiencing hardship and frequently paying rent late, establishing a payment plan could also help ease the burden and quickly bring the tenant back into good standing. Any plan like this should be put into writing and signed by both parties and can be kept alongside the lease agreement for easy reference.
Legal proceedings could be the next step if the frequency of late payments increases to unsustainable levels. At this point, landlords might need to begin an eviction process and should consult local laws about how best to proceed in this situation.
How TurboTenant Can Help with Rent Reminders
TurboTenant’s free landlord software provides access to a comprehensive rent collection system that sends automatic reminders, applies late fees, and sends receipts automatically. There’s zero cost to landlords, and tenants pay a small $2 ACH fee in the free plan. That fee is waived when landlords upgrade to Premium.
Then, via TurboTenant’s integration with REI Hub, our robust rental accounting system automatically inputs rent payments, tracks expenses, and compiles it all in easy-to-generate reports that make tax time easier than ever. It’s an excellent tool for landlords who want to automate as much of their processes as possible to save time and increase accuracy.
Sign up for a free TurboTenant account today, and let us be the bad guy when your tenant needs a rent payment reminder.
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By John Triplett
Are you and your property management providing reasonable accommodations for the deaf and hard of hearing to communicate effectively?
In the field of property management, effective communication is not just a courtesy—it’s a mandate under fair housing laws.
Ensuring that every individual, regardless of hearing ability, has equal access to housing information is not only ethical but also legally required.
This commitment to accessibility includes providing reasonable accommodations for the deaf and hard of hearing, a demographic that often faces significant barriers in accessing housing services. Are you and your team ensuring equal access?
How do I stay fair housing compliant?
Fair housing regulations stipulate that property managers must be equipped to communicate effectively with all prospects and residents. This inclusivity explicitly extends to individuals who are deaf or hard of hearing. When a deaf or hard-of-hearing resident requests an interpreter, this is considered a reasonable accommodation.
Interestingly, unlike other accommodation requests that require a more extensive review process, the need for an interpreter is often so apparent that it bypasses the usual procedural requirements. This streamlined approach underscores the importance of immediate and unimpeded communication.
But what if I can’t get an interpreter right away?
Despite the clear mandates, the practicalities of providing on-the-spot interpreter services can be challenging. It’s generally unrealistic to secure a sign language interpreter without prior notice. However, property managers are still obliged to facilitate communication as per fair housing standards.
Creative solutions become essential in these scenarios. Utilizing readily available tools such as whiteboards for written communication or exchanging SMS text messages can provide interim solutions that uphold the standards of accessibility and ensure that critical information is conveyed effectively and promptly.
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How do I prepare for the best-case scenario?
To truly embody the spirit of fair housing, property management teams should proactively prepare to meet the needs of deaf or hard-of-hearing individuals. This preparation involves more than just recognizing the need for accommodation; it requires active and ongoing training of staff. Role-playing scenarios can be an effective method for training, helping staff practice and prepare for real-life interactions.
Additionally, investing in services such as online, on-demand interpreters can significantly enhance a property management company’s ability to provide immediate and effective communication solutions. These investments not only comply with legal requirements but also demonstrate a genuine commitment to inclusivity.
Are you ensuring equal access?
The provision of translation services for the deaf and hard of hearing is a clear example of how property management can and should function under the guiding principles of fair housing.
Property management professionals can ensure that all residents receive the high standard of service they deserve by understanding the legal imperatives, embracing creative problem-solving, and investing in thorough preparation. Ultimately, these efforts reflect a broader commitment to equality and accessibility, pillars upon which the integrity of the property management industry rests.
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