An Insider's Guide to Managing Rental Property

If you’re a first-time landlord, learning how to manage a rental property yourself is a feat worth celebrating. But before you jump headfirst into property management, be prepared for a whirlwind of tenant phone calls, plumbing disasters, and the dreaded tax season.

Fortunately, these challenges can be mitigated and resolved with the right tools and forward-thinking approach. If you think managing a rental property is right for you, read on to find out how to turn potential headaches into a smooth and profitable operation. 

Key Takeaways 

• Rental property management involves establishing a harmonious landlord-tenant relationship from the outset.
• Routine property maintenance is key for safety compliance and maintaining your property value.
• Maintaining accurate financial records is crucial for the profitability and legal compliance of your rental property.
• Deciding on whether to manage a rental property or hire a property manager depends on the number of properties you own, their locations, and other factors.

What Are My Main Responsibilities When Managing a Rental?

If you’re new to managing a rental property, it’s important to understand your core responsibilities to succeed in the rental market. It’s also important to bear in mind that these responsibilities may differ slightly depending on whether you’re managing a single-family rental, multi-family rental, or other type of property.

Tenant Management and Satisfaction

Effective tenant management is key to maintaining a successful rental property. It’s important to focus on open communication, prompt responses to tenant requests and complaints, and overall tenant satisfaction to minimize turnover. 

Proactive tenant management involves more than just reacting to issues as they arise. It includes setting the groundwork for a harmonious landlord-tenant relationship from the beginning. Ensure that all parties clearly understand the lease terms and property rules.

Property Maintenance and Upkeep 

Maintaining the value of your rental property and ensuring compliance with safety regulations require consistent upkeep and routine inspections. 

To achieve this, consider establishing a reliable network of contractors and schedule regular maintenance checks to prevent larger and more costly repairs in the future. 

You should also plan and implement maintenance schedules that address electrical systems, plumbing, heating, roofing, and other critical areas. This can save you money and hassle in the long run. 

Financial Management & Accounting

Accurate record-keeping of income and expenses related to your rental property is important for maintaining profitability and ensuring legal compliance. 

Detailed financial records help you track your property’s performance, make informed management decisions, and facilitate smoother financial audits and tax preparations. Plus, it helps you resolve disputes with tenants over payments and provides legal protection. 

Always budget for unexpected repairs, so you’re prepared to handle emergencies. Consider setting aside a contingency fund to prevent disruptions to your cash flow. 

Self-Managing a Rental From Start to Finish

Looking for tips on how to manage your own rental property? Here’s a rundown of the 10 most important tasks and responsibilities you need to manage.

1. Researching the Market and Determining the Correct Rent

You want to ensure that you set a competitive rent price that attracts quality tenants while maximizing your return on investment. 

Start by assessing the neighborhood where your property is located. Key factors to consider include: 

• Access to public transportation
• Quality of local schools
• Safety
• Proximity to amenities such as parks, restaurants, and shopping centers

Also, identify properties similar to yours in terms of size, condition and property type to get a baseline for setting rents. Plus, you need to research any local rent control laws that might limit the amount you can charge.  

2. Finding & Screening the Right Tenants

Finding and screening the right tenants starts with a thorough understanding of the rental market and setting clear criteria for your ideal tenant. This criteria often includes: 

• Minimum income requirements
• Acceptable credit scores
• Rental history

Prospective tenants should complete a detailed application form. This allows you to gather necessary information about their employment status, income, and previous rental experiences.

3. Writing a Rental Lease (and Which Clauses to Check)

When writing a lease, specify whether tenants are allowed to sublet the property or assign the lease to another party, or if they’re allowed to use the property for commercial purposes. If allowed, outline the conditions under which this is permissible. 

Also, clearly define the terms for renewing the lease. Include any rent increase rates, required notice periods, and terms under which the lease may be terminated early by either party. 

Lastly, outline the maintenance and repair responsibilities for both you and the tenant. Clearly state how tenants should report issues and the timeline for addressing these reports.

4. Managing a Tenant Moving Into the Property

To ensure a smooth process when a tenant moves into your property, you should conduct a detailed walk-through of the property. Also, document the property’s condition to prevent future disputes over damages. 

Then, establish an effective and reliable system for rent collection. For example, offer multiple payment options to cater to different tenant preferences and increase the likelihood of on-time payments.

Lastly, clearly outline when the rent is due, the amount, and acceptable payment forms. If there are any grace periods and/or penalties for late payments, be sure to specify them. 

5. Planning and Managing Scheduled Maintenance

Planning and managing scheduled maintenance is important to ensure your property remains in excellent condition. 

One effective approach is to create and follow a rigorous schedule. It should include regular inspections and the timely resolution of any issues that arise. It’s important to communicate any updates or changes in the schedule with anyone involved.

Utilizing technology is a great way to streamline this process. Consider using property management software platforms such as RentRedi to manage maintenance requests, track expenses, and keep detailed records for tax purposes. 

6. Managing the Monthly Rental Income

Managing your monthly rental income helps you maintain your property’s profitability and legal compliance. First, ensure that your personal funds and rental income are separate. Consider setting up another bank account specifically for rent.

It helps to utilize accounting software to enhance the efficiency of managing your rental income. These tools often provide automatic rent reminders, online payment options, and comprehensive financial reporting. 

Also, conduct regular audits and reconciliations of your financial records against bank statements. This ensures the accuracy and integrity of your financial data. Plus, it identifies any discrepancies in your monthly rental income.

7. Inspecting the Property Periodically

Inspecting your property ensures that it remains in good condition and in compliance with safety regulations. Routine inspections—typically conducted quarterly or semi-annually—allow you to identify and address maintenance issues early on.

Before conducting an inspection, provide your tenant with at least a 24-hour notice and ensure that it occurs at a reasonable time. 

When conducting an inspection, be sure to do the following: 

• Prepare a checklist that covers all areas of the property. 
• Document the property’s condition.
• Look for safety issues and general maintenance.
• Provide tenants with a report of your findings. 

8. Building a Good Relationship with Your Tenant

To build a positive relationship with your tenants, you want to start off on the right foot. Maintain open and honest dialogues, especially concerning repairs, maintenance, and overall expectations. 

Additionally, you should always provide plenty of notice before entering a property and show respect for your tenants’ personal space. Also, be responsive and understanding to their concerns, and be prepared to offer prompt solutions. 

9. Buying Insurance and Other Legal Requirements

Landlord insurance covers property damage, liability for injuries on the property, and potential loss of income if the property becomes temporarily uninhabitable. As a landlord, you can deduct the cost of this insurance from your taxes. 

On the legal side, you must adhere to local, state, and federal regulations. For example, all electrical installations should be inspected every five years. Plus, you must get an Energy Performance Certificate for your rental property to avoid hefty fines.

10. How to Evict a Tenant in a Worst-Case Scenario

Evicting a tenant is a serious step that requires careful adherence to legal procedures. Begin by familiarizing yourself with state and local landlord-tenant laws. Then, ensure that you have a legitimate reason for eviction. This can include: 

• Non-payment of rent
• Violation of lease terms
• Illegal activities conducted on the property

Is Self-Managing a Rental the Right Choice for Me?

Deciding whether to self-manage your rental property or hire a property manager depends on the factors specific to your situation. For example, landlords with multiple properties or those located far from their homes might find it easier to hire a property manager.

Of course, one of the major factors in this decision will always be the cost of hiring a property management company. But while this is important, you should also carefully consider the full range of pros and cons.

Pros of Self-Managing

• You can save on the fees typically charged by property managers, which can range from 8% to 12% of the monthly rental income.
• You have direct control over tenant selection, rent collection, and the handling of maintenance issues.
• Building a direct relationship with tenants can lead to quicker resolution of issues.

Cons of Self-Managing

• It requires a significant amount of time.
• You need a good understanding of local landlord-tenant laws, financial management, and property maintenance.
• Dealing with emergencies, evictions, and tenant issues can be stressful and complex.

Pros of Hiring a Property Manager

• Property managers bring expertise in local real estate markets, legal compliance, and tenant management.
• A property manager can reduce the day-to-day stress involved in direct management.
• Property managers are experienced in finding and dealing with tenants.

Cons of Hiring a Property Manager

• The cost can impact the overall profitability of your rental investment.
• You have less control over how your property is managed.

Wrapping Up

Learning how to manage a rental property is the first step toward a successful and legally compliant rental operation. Familiarize yourself with the steps involved in property management before deciding whether to handle it yourself or hire a property manager.

Also – you can compare property management prices and services with KeyCrew, to get a benchmark of how much it would cost to hire someone to do this for you.