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Handling Maintenance Concerns in Rental Properties

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By : Sonia Smith    99 or more times read
As a landlord, you should know how to handle maintenance concerns from your renters. Every now and then, you will get a few calls from your tenants asking you to fix the plumbing or other concerns or even get loads of complaints if you fail to effectively maintain the rental property. When these occur, you should know how to handle tenant complaints and inform them of what you will be able to do for them.

To be able to handle maintenance concerns efficiently, it is necessary to have a system of addressing these items. Everything should be systematic in order to have a smooth process in fixing problems. Here are several ways to handle maintenance complaints:

  1. Provide a complaint form that your tenants will fill up each time they have complaints. The form should contain all necessary details and the date filed. After receiving the complaint form, it is important to call your tenant to inform them that you received the form and that you are in the process of acting on it. If you cannot address the problem right away, you can maintain a good will through giving a rebate or discount on the rent. However, always keep them up to date on the progress of their complaints.

  2. After you have fixed the problem, it is vital to do a regular follow up on the repairs done to make sure that everything is done well. Have a regular maintenance check up on all major components of the building. By doing this, you will be able to identify possible threats to the safety of your tenants.

  3. Encourage your tenants to report potential threats to the integrity of the rental property and to their safety, especially in their own units. They can do this either semi annually or every quarter so you can address these concerns right away and prevent them from evolving into a bigger problem.

  4. It is important to have ample cash on hand to be able to do important repairs. Enough funding is necessary in emergency cases, such as if a tenant leaves your property suddenly. This helps offset unanticipated cost of repairs.

  5. Let your tenants be familiar with the safety of the building. Things like plumbing, electrical system, roofing and other concerns must be reported to you immediately. This also holds true to the outer structures of the building such as the sheds, pavements and garage. Record all important details and the actions done. It is vital to document all things that might be helpful later on.

Everyone knows that a landlord has several obligations particularly on the maintenance of the property. Maintaining a rental property can be a tough task and proves to be much difficult if the owner is away from the establishment. Bear in mind that this kind of business involves several problems that will test your patience and your determination. Having a systematic and organized behavior to the needs of your renters are some of the major elements in a successful business in real estate.
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