By Richard Berger
California is preparing for new move-in, move-out documentation law that requires landlords take photos of rental units before and after a tenant moves in. Digital photography and storage through property management software could help.
A layer of complexity will be added to onsite and maintenance teams in California regarding move-ins, move-outs, and security deposits when California law Assembly Bill (AB) 2801 goes into effect this year.
The new documentation law requires landlords to take photos of rental units before and after a tenant moves in. The law also requires landlords to provide these photos to tenants along with any itemized deductions.
Apartment owners or management companies must take high-resolution, date-stamped photos of the unit before the tenant moves in and immediately after the tenant moves out.
Beginning April 1, an owner or management company must take photographs of the unit within a reasonable time after the possession of the unit is returned to the owner/manager but before any repairs or cleanings for which the owner/manager will deduct from the deposit are completed, and that the owner/manager take photographs of the unit within a reasonable time after the repairs or cleanings are completed.
Owners must take photos of the unit after repairs or replacement items such as appliances are complete or the new item is installed.
AB 2801 takes effect for move-ins on or after July 1, 2025.
AB 2801 also imposes stricter limits on security deposit deductions. It clarifies what qualifies as “reasonably necessary” charges for cleaning and repairs
The bill restricts any deductions taken by a housing provider against a tenant’s security deposit, limiting such deductions to reasonable amounts and repairs that are “reasonable and necessary” to restore the premises to their condition before the tenancy, except for ordinary wear and tear.
Assembly Bill 2801 prohibits operators from deducting the cost of professional services such as professional carpet cleaning, unless reasonably necessary.
“In the long run, this is going to help reduce disputes,” Kim Arnold, Vice President – Management, Atlantic Pacific Management, said.
Arnold said her on-site team would handle the photography during the initial walk-through, and her maintenance team would handle the photography at the move-out stage.
Her firm operates 2,500 units in San Diego and Riverside County with an annual turnover rate of 24.1 percent, well below the industry average of 50 percent.
Her teams also must manage the process, such as labeling the photos and downloading and preserving the images.
Mobile maintenance apps have grown in popularity in recent years. Software tools such as AppWork and others streamline and simplify the process, allowing digital photography and storage to be handled through an onsite team member’s company-issued phone.
“The move-out post-repair photos will be the most difficult logistically and administratively because, for example, when replacing a stove, the new stove doesn’t always arrive within 21 days, so you must wait for it,” Arnold said.
“In the end, we don’t want to go to small claims court over security deposit complaints. We give our managers a lot of latitude when deciding how to handle the situation. We haven’t been to court in eight or ten years.”
The documentation law, AB 2801, could create unnecessary delays in the turnover process, directly impacting unit availability and operational efficiency. According to Sean Landsberg, CEO of AppWork, the key will be leveraging technology to streamline photo capture, organization, and retrieval while minimizing disruptions to day-to-day maintenance work.
“Meeting the requirements of AB 2801 means going beyond just taking photos, it requires a structured process for taking, storing, and accessing images efficiently,” Landsberg said.
“Maintenance software allows teams to capture high-resolution, time-stamped photos directly within a work order, automatically linking them to the unit’s history for easy compliance. By automating this process, operators can ensure they meet legal requirements while keeping their teams focused on core maintenance responsibilities rather than administrative tasks.”
Windell Mollenido, VP of Marketing & Technology, REMM Group, called AB 2801 a big deal.
“That’s going to take a lot of time for our maintenance and onsite teams,” he said. “It’s almost as if they have to record a virtual unit tour with their smartphones. That’s not to mention having to label the images, upload them to our property management platform, and manage them.
“This is not exactly what we have in their job descriptions. They’ll need to focus on taking consistent images – that means focusing on the right things and not blurry. We’d rather have them spend more time maintaining our apartments by handling work orders.”
REMM manages approximately 6,000 apartments throughout Southern California – from San Diego to Los Angeles to the Inland Empire.
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Posted by Livable Content Team
Extreme weather events are becoming more frequent and severe, affecting communities worldwide. Property owners and managers are increasingly forced to adapt to unpredictable conditions, from heatwaves and hurricanes to prolonged droughts and heavy storms. As climate change accelerates, its impact on the housing industry and utility management is undeniable. Understanding these shifts and implementing resilience strategies is essential for maintaining sustainable, efficient, and cost-effective property management practices. In this article, we explore how changing weather patterns affect property operations and what can be done to prepare for an uncertain future.
The Rising Costs of Climate Change
Extreme weather events not only cause physical damage to buildings but also lead to increased operational costs, insurance premiums, and utility expenses. Heatwaves, for example, drive up cooling costs, while flooding events strain drainage systems and require costly repairs. Hotter summers result in significantly higher air conditioning usage, impacting energy efficiency and driving up utility bills. Severe storms and flooding pose risks of structural damage that can require long-term maintenance expenses. Meanwhile, drought conditions in some regions contribute to rising water costs and limit availability for residents. To mitigate these growing costs, property owners are investing in climate-resilient infrastructure, improved water management, and energy-efficient systems to ensure long-term sustainability.
Sustainable Building Practices for a Resilient Future
Sustainable and climate-conscious construction methods are essential for adapting to extreme weather. Energy-efficient and water-conserving buildings not only reduce operating costs but also contribute to long-term environmental stability. Green roofing and improved insulation help regulate indoor temperatures, reducing reliance on heating and cooling systems. Stormwater management systems prevent flooding by collecting and repurposing rainwater for landscaping. Energy-efficient windows and doors minimize heat loss in winter and reduce cooling demands in summer. New construction codes and policies are increasingly requiring sustainable building materials and energy-efficient designs. Property owners who adopt these practices early will benefit from lower operating costs, improved tenant retention, and compliance with evolving environmental regulations.
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Water Conservation Strategies in an Era of Drought
Water shortages are becoming a global crisis, and property managers must find ways to conserve water while maintaining tenant comfort. Implementing water-efficient solutions ensures long-term cost savings and sustainability. Low-flow fixtures, such as water-efficient faucets and showerheads, can significantly reduce consumption without compromising functionality. Smart irrigation systems that use sensors and timers prevent overuse while maintaining healthy landscaping. Drought-resistant landscaping with native plants can further minimize outdoor water needs, reducing dependency on irrigation systems. With water rates continuing to rise, conservation is no longer just an environmental responsibility but a financial necessity. Investing in water-saving technologies and policies can help property owners avoid costly regulatory penalties and long-term operational expenses.
The Role of Utility Management in Climate Adaptation
As climate change increases energy and water demands, efficient utility management becomes more critical than ever. Property managers can adopt modern billing and conservation strategies to reduce costs and encourage responsible usage among tenants. Smart metering and monitoring systems help detect leaks and energy waste in real time, allowing for quicker intervention and cost savings. Utility cost allocation programs ensure tenants are responsible for their own usage, discouraging excessive consumption and promoting mindful energy use. Renewable energy integration, such as solar panels and battery storage, provides an opportunity to offset rising energy costs while reducing reliance on traditional power sources. By aligning property management strategies with climate adaptation, landlords can stay ahead of emerging environmental regulations while ensuring long-term financial stability.
The Need for Climate-Resilient Property Management
Climate change is reshaping the way properties are managed, from rising utility costs to the need for sustainable building solutions. By investing in energy-efficient infrastructure, implementing smart conservation practices, and improving utility management, property owners can ensure long-term financial stability while contributing to a more sustainable future. Understanding where climate-related inefficiencies exist and taking proactive steps to address them will be key to maintaining resilient and profitable properties in the years to come.
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Legal Reasons to Go to Court
Conflicts between landlords and tenants cannot always be easily worked out. Sometimes, the only way to resolve the issue is in court. There are many times a landlord has a legal right to sue their tenant. Here are twelve reasons a landlord can bring a tenant to court.
Why Would a Landlord Sue a Tenant
Filing a lawsuit against anyone can be a stressful experience, but it does have certain advantages.
- Tenant Could Settle to Avoid Court: The first advantage, and the one many people hope for when filing a lawsuit, is that the case will never actually go to court. The hope is that, after receiving the court summons, the tenant will want to avoid the hassle of going to court and potentially losing anyway. They would rather pay the amount the landlord is requesting or compromise on paying a lesser amount that the landlord agrees to accept. This would also keep the tenant’s name off the court records.
- Recover Money Owed: Sometimes taking a tenant to court is the only way to receive the money you are owed from the tenant. If a tenant does not believe they are responsible for paying for damages at the property, it can be very difficult to get them to pay the money unless they are legally obligated to do so.
- Receive Additional Damages: In court, you can sue the tenant for the actual money you are owed, but also for additional damages. For example, if a tenant breaks their lease and moves out early, you can sue them for the rent that is due for the remainder of the lease and potentially the costs associated with finding a new tenant to fill the vacancy.
- Clear Your Name: Suing your tenant and winning will provide legal proof that you were in the right.
- The Case Will Be on Record: You will have a record that you won a court case against your tenant. This can be beneficial if the tenant ever tries to sue you at some point in the future. A victory will also show that you are a landlord who follows the law and knows the proper procedures and practices for running a rental property.
Risks of Taking a Tenant to Court
There are advantages to suing your tenant, but a landlord must also understand the risks involved. There is no guarantee of victory and you could trigger a counterclaim from your tenant.
- You Could Lose: Filing a lawsuit is not a guarantee that you will win the lawsuit. You could spend your time, energy and money going to court and still lose.
- Could Win, But Never See the Money: You could be awarded the money owed to you by the court, but you may never actually collect this money. Although the tenant will now have a judgment against them, you could be trying to chase the tenant down for years to collect the money you are owed.
- Cost: Whether you win or lose, there will still be costs involved with going to court. You will have to pay a court fee just to file your case. This fee varies widely by jurisdiction. Depending on the nature of your case, you may also have to hire an attorney to represent you, which can get very expensive very quickly.
- Tenant Could Countersue: By initiating a lawsuit, you could anger your tenant, leading them to countersue. You could wind up losing the lawsuit and then have to pay even more money to the tenant in damages and attorney’s fees.
Is Suing the Only Option?
Instead of filing a lawsuit, a landlord can send a demand letter to the tenant in the hopes that it will be enough to get the tenant to pay what they owe. This letter may be intimidating enough to avoid a court battle. A landlord can also decide to do nothing and chalk up any losses as a learning experience.
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12 Reasons You Can Sue Your Tenant
There are endless reasons that you can take a tenant to court. Some of the more common reasons a landlord can sue a tenant include:
- Unpaid Rent: If a tenant has not paid their monthly rent, you can first send them a notice to pay rent or quit. If that does not work, you can file to evict the tenant. At the same time, you can also sue them for any rent they owe.
- Unpaid Utility Bills: If there are any outstanding utility bills at the rental property in the tenant’s name, you can sue the tenant to recover this money. Often, you can deduct this amount from the tenant’s security deposit. If the security deposit is not enough to cover the expense, you can sue in small claims court to recover the rest.
- Damage to the Property: A landlord can sue a tenant if the tenant has caused damage to the property. Again, you can start by deducting the amount of damage from the security deposit. If the security deposit does not cover the amount of damage done, you can take your tenant to court to hopefully get the rest of the money you are owed.
- Unapproved Alterations to the Unit: If the tenant has made changes to the unit without approval, you can sue the tenant to recover the money it will take to restore the unit to its original condition.
- Tenant Owes More Than Security Deposit Amount: If you have taken the maximum amount of deductions from the tenant’s security deposit, but they still owe more, you can try to recover the rest in small claims court.
- Countersue for Security Deposit: A tenant may sue if they believe you wrongly withheld their security deposit. In this case, you can countersue to show you had every legal right to withhold or make deductions from their deposit.
- To Recover Lost Rent From an Illegal Move Out: If the tenant moved out before their lease was actually up, you can take them to court to recover the rent they owed for the remaining time on their lease.
- To Recover Costs to Find a New Tenant After Illegal Move Out: Some states will also allow you to pursue a tenant who has moved out early for the additional expenses you may incur trying to find a new tenant for the unit. This could include things like marketing costs and utilities.
- Expenses to Dispose of Tenant’s Abandoned Property: You can sue a tenant for the cost to dispose of or to store their abandoned property.
- Tenant Used the Property for Illegal Dealings: If a tenant used the property for some illegal means, you can sue them to recover damages.
- Illegally Have a Pet: If you have a no pets policy and you find out the tenant has an animal, you can sue them for damages and for any additional damage the pet has caused at the property.
- Other Breaches to the Lease Agreement: If the tenant has broken any other clause of the lease and it has caused you monetary, emotional or physical harm, taking the tenant to court could be the way to collect the money owed to you.
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