COVID-19 has become a global phenomenon, with over a third of the world’s population now living under lockdown. It has changed the lives of many people in ways they could never have imagined.

Offices and buildings have been closed as people have transitioned to working from home when possible, and production has stalled when remote work isn’t possible. Additionally, consumers around the world have become more tight-fisted, preferring to only spend on essentials due to the general economic uncertainty.

This has affected the profitability and productivity of every industry, with one of the most affected sectors being housing.

How the COVID-19 Pandemic Has Affected the Real Estate Sector

There’s no question that the real estate industry has also taken a substantial blow. People who were planning to sell or buy a home are now unsure of where they stand. Despite the recent federal government enacting new rules, it’s still hard to know what to expect. In most states, real estate agents have been encouraged to conduct their business from home, which has led to an increase in virtual showings, photos, and digital signing.

In some states, tenants who are unable to pay their rent cannot be evicted. However, this doesn’t mean that their rent has been waived by the government. Instead, they have to work out a plan with their property managers on how to pay their rent. As a result, 22% of property managers have relaxed their delinquency policies.

Among the most affected people in the real estate sector are property managers. This is mainly because a typical lease agreement doesn’t include how they should address viral pandemics. Because the health and safety of tenants and clients are the top priorities for property managers, they have responded by taking actions to reduce the risk of spreading the virus.

Actions Property Managers are Taking

Developing Detailed Plans

Property managers across the country are developing actionable response plans to enact at their buildings. These plans include how they can identify when health emergencies affect their properties, best practices on how to sanitize, and an overview of the available resources.

To be able to move and act decisively during a pandemic, property managers have limited the number of decision-makers. Therefore, they have resulted in designating tasks to individuals from each discipline, including property management, communication, and risk management. This plan has helped make the decision-making process more efficient.

Communicating

To prevent uncertainties brought along by the lack of information and understanding, property managers are now providing their clients with updates and giving their employees templates to use in order to enhance communication with their tenants. This is important to avoid the spread of false information that can cause anxieties.

Property managers are using these communications to educate their employees on how they can identify symptoms quickly, inform their clients on the latest updates as provided by the authorities, and advise tenants on the precautions they should take, while also reminding their staff about best practices.

In many cases, it’s often up to property managers to make disclosures and alert other tenants in case of an infection in their buildings. While clear communication about safety conditions and potential hazards is essential, it’s important to note that under the Disabilities Act, disclosure of an infected individual’s identity is prohibited. While management may choose to disclose that there is a positive case in a building, they may not reveal that person’s identity.

Reinforcing Proper Cleaning and Hygiene Practices

Maintaining cleanliness is a major part of managing any property. However, during a health crisis, property managers have to reinforce cleaning and hygiene policies and inform residents on how to supplement what is being done.

This includes reinforcing the importance of keeping surfaces clean and frequently sanitizing shared surfaces like doors, elevator buttons, lobby desks, and light switches, and if possible, providing tenants with alcohol-based sanitizers and the appropriate cleaning wipes in communal areas.

Staying Informed

Property managers know that knowledge is an important tool in the fight against COVID-19. By staying up to date on changing circumstances, including new health safety information, the state of local infections and risk, local regulations regarding evictions and rent payments, and laws concerning tenant rights, a property management company  can be invaluable in aiding with health, safety, and legal matters that are in constant upheaval during this crisis.

As a landlord, retaining good tenants makes your life much easier. You lose money when your property is sitting empty and when you have to advertise to find new tenants, not to mention the time you expend when you have to fill vacancies. So it’s important to maintain a good relationship with your tenants so they’ll want to stay.

When you and your tenants respect and appreciate one another, they are more likely to show respect for your property by keeping it in good condition. They’ll be more willing to be understanding if there are ever misunderstandings or emergencies, and you will be a factor that makes them want to continue renting with you instead of driving them away.

But gaining a good relationship with your tenants is not something that happens automatically or often even easily. Landlords need to put in the effort in order to gain their tenants’ trust. Here are some suggestions for how to start:

Respect Your Tenants’ Privacy

When you rent property to your tenants, this becomes their home. They have the right to enjoy a feeling of security while they are living there. This means that they should be afforded the privacy that anyone would expect in their own home.

If you are a live-in landlord, this means giving your tenant their own space in the home. This space should be respected, and you should not enter it without permission or invitation.

If you rent the whole of your property to tenants, you may need access to the property from time to time. It is important that you give adequate notice of any visits you will make. The more notice that you can give your tenants, the better.

Respond and React Quickly 

Urgent maintenance issues can and do happen. When an issue is reported to you that requires urgent attention, it is essential that you act immediately. Acknowledge the problem and tell the tenant how you plan to address it, and then follow through with necessary steps.

Even if the maintenance request isn’t urgent, you can show your tenants that you care by still ensuring that it is taken care of quickly. Landlords who wait weeks or months to complete repairs that they consider nonessential are generally not loved by their renters.

Similarly, you should respond quickly to all communication, whether you communicate with your tenants by email, text, or call. Even if there’s nothing you can do immediately, let them know that you’ve seen their message and will be in touch soon.

Be Fair

Jacking up prices is one of the surest ways to anger and lose your tenants. Sometimes it is necessary and fair to raise rent. When this is the case, you should explain the changes to your renters well in advance to give them time to prepare. But potential renters avoid places where they feel that they’ll be cheated or squeezed dry by greedy property owners.

You should also be understanding of special circumstances. When mistakes or misunderstandings happen, or when renters are in extenuating circumstances, try to be understanding and lenient. Keeping an open mind and attempting to understand their point of view will do much more for your relationship and reputation than being unyielding.

Make Their Lives Easier

You can make your tenants’ lives easier by including utilities like electricity, water, or internet in the cost of rent, or even maintenance like lawn care. Simplifying their lives will encourage trust between you and your tenants, and they will appreciate you for it.

Communicate Clearly

In a relationship between a landlord and tenants, both parties will have expectations. It is the responsibility of the landlord to make sure that these expectations are clearly communicated, understood, and met. This means making your contract clear, checking that your tenants understand any complicated information or uncommon rules relating to their lease, and always allowing them the opportunity to approach you with questions.

Communicating via text or email is one of the easiest ways to cause misunderstandings, as it’s easy to misinterpret tone. For a superb relationship with your renters, try to talk to them face-to-face, or at least over the phone. They’ll appreciate the human contact and being able to connect a face to a name.

This isn’t necessary for every interaction, but if there is ever frustration on either side, a more personal form of contact can defuse the situation and help all those concerned to consider different perspectives.

Show Your Tenants that You Care

There are lots of things that you can do to show your tenants that you care. Pay attention to their lives and ask them how they are. Sending them greetings cards for birthdays, Christmas, and major life events such as the birth of a child will make you stand out as an excellent and caring landlord.

Welcome Feedback

If there is something that is not ideal about the property, the rental agreement, or the way that you manage the lease, it is always good to know so that you can improve. Getting feedback from your tenants is a positive thing because it allows you the opportunity to develop the service that you provide.

Ask for feedback whenever appropriate, and find out what your tenants need from the property and from you. Make sure they know that they can approach you at any time with their views.

Hire a Property Manager

If you are not able to be on hand to meet the needs of your tenants, it’s a good idea to hire someone who will be available for them. Hiring a trusted property manager who will provide quality care and attention for your tenants will help you retain good tenants and make life easier for you all around. An excellent rental property management company will ensure that your tenants receive the best of care and have a good relationship with both the property manager and you.

Renting a property should be safe and secure for both tenants and property owners. A key to that security is making your agreement binding through a legal rental agreement. Your contract should clearly dictate responsibilities and expectations while protecting the rights of both parties.

Both first-time landlords and experienced property owners should ensure their rental agreement is clear, thorough, and legally binding in order to protect themselves and to give tenants confidence that they are being treated fairly.

Here are a few steps any landlord can use to create a rental agreement.

1. Start with a Pre-made Template

Most landlords aren’t experts on what constitutes a binding contract. Especially if you’re a first-time landlord, you won’t be aware of everything that should be included. Luckily, you don’t have to start completely from scratch. There are a variety of free rental contract templates available online that you can use as a starting point to help you with your contract’s formatting, basic sections, and necessary information. If you limit your search by your location, you may even be able to find a sample template from a government agency that will closely follow your local rental laws.

Of course, you’ll need to tailor the contract to your specific needs, and you don’t want to rely solely on a free template without ensuring that your contract really is reliable and legally binding. However, it will definitely make your life easier to have some of the initial steps out of the way.

2. Include Essential Information

Identify the landlord and tenant(s) at the beginning of the contract. It’s a good idea to include all adult tenants on the lease, so that if payments aren’t completed you can hold all the adult tenants legally responsible and seek restitution. To sign a contract, a tenant must be over 18 years old or have an adult co-signer.

Some other basic information that should be clearly laid out at the beginning of the contract include:

• The time the lease will begin and end
• The address of the property and which areas are included for tenants’ use
• The rent amount, when it’s due
• Any other deposits or fees that are required
• What the penalty or collection process is if payments are late
• Terms for renewal or termination of the contract by either party

Leave a space at the end of the document for each party to sign and date the lease in a statement that agrees to all the terms laid out in the document.

3. Include Specific Clauses

Aside from the essential information listed above, you’ll need to decide what other clauses to include in your contract. These can include rules you have about specific uses for the property and responsibilities for landlords and tenants.

These clauses might include items such as the following:

• Landlord’s right of entry: Will you be required to give notice before entering the property?
• Disruptive behavior and activities: Are there any activities that aren’t allowed or times of the day or night when loud noise is not allowed?
• Pets: Are tenants allowed to keep pets on the property?
• Damage or alterations to premises: Are tenants permitted to make alterations such as painting walls? Will they be reimbursed for any changes they make that increase the property’s value?
• Eviction notices: What constitutes a breach of contract, and what would the eviction process be like? How much notice are you required to give before evicting a tenant?
• Smoking: Will you allow smoking in the house? Is it restricted to some areas of the property?
• Repairs and maintenance: Who is responsible for maintenance such as lawn care or lightbulb changes? How should tenants contact you to alert you to repairs that need to be made, and how quickly can they expect you to respond?

Laying these terms out as clearly as possible will reduce the possibility of misunderstandings and ensure that your and your tenants’ expectations align from the beginning.

Have an Attorney Review Your Contract

You should always have an attorney review your agreement to ensure you have not included any illegal or unenforceable conditions and that your lease is legally binding. This will usually cost you a small fee, but it’s well worth the investment to know that your contract is solid and you’ll be protected by your agreement.

A good property management company will have legal support to assist you in writing a thorough contract. Here at Amanica, we can create a contract that is legally binding and includes all the clauses and information you need for your specific property and situation, as well as help you with all your other property needs.

When you own rental properties, maintenance is part of the package. And that maintenance includes more than just making repairs when tenants report that something is broken. There are routine maintenance items that you should be doing frequently, on an annual or even monthly basis. As a landlord, it’s your responsibility to ensure that your property is maintained with good living conditions and perpetual upkeep, both for your tenants’ well-being and to protect your investment. 

Let’s take a look at some items that should be on your routine maintenance checklist as a landlord:

Change Filters 

Regularly changing the filters in the dishwasher, cooker hood and AC should be a task that’s included on your rental property maintenance list. They should normally be changed every three to twelve months, depending on the size of your filter. If your property uses water filters, don’t forget that those will need to be changed too! Regularly changing filters will extend the life of your appliances, which will save you money and make both you and your tenants happy. 

Test Smoke and Carbon Monoxide Detectors

Make sure all smoke and carbon monoxide detectors are working properly. It is your duty to put the health and safety of your tenants first, and you can also face serious legal consequences if these checks aren’t performed. The U.S. Fire Administration says that you should text your alarms monthly and replace batteries at least once a year.

Inspect Fire Extinguishers

The same applies to fire extinguishers on your property. Check the packaging for wear and tear, any previous use, and the expiration dates. Inspecting your fire extinguishers is a simple way you can protect your property in case of a fire.

Check Drainage and Plumbing Systems

Yet another important point in the maintenance of any rental property is making sure the drainage is working properly. Shower drains can easily get clogged with hair and could require a more expensive fix if a clog is left to build up, and other kitchen and bathroom drains can also cause problems if not monitored regularly. 

The cost of an average plumbing job is between $175 and $450, so it’s best to watch out for early signs of clogs, leaks, or damage by taking a look at your plumbing at least twice a year in order to avoid expensive plumbing costs.

Service Heating and Electrical Systems

You should check that the heating systems are working properly before winter arrives. It’s advised that you service any boilers or other heating supplies once a year to keep them in good working order. It not only extends the life of the appliance, but it also keeps it working efficiently. You should also have your electrical system checked annually.

Inspect for Bug Infestations

Insect and pest problems can happen at any time, and they’re relatively common, especially in some areas of the US. Infestations pose a threat to your rental property: they could result in your losing tenants, as well as sustaining significant damage to your property. It’s a good idea to have your house inspected regularly, at least on an annual or bi-annual basis, for pests such as bed bugs and termites.

Deep Clean Tricky Areas

This is perhaps one of the most simple maintenance tips. Performing a deep clean on the property at least once a year is recommended. You should do a thorough cleaning of tricky areas that aren’t usually maintained, including cleaning carpets, blinds, and furniture. This will ensure that the property is kept in its best condition and will stop any long-term dirt from building up.

Maintain the Property’s Exterior

The outside of your property is just as important as the inside. To minimize any costly expenses, you’ll want to maintain the outside of your rental property, too. This can be things as simple as arranging for the grass to be mowed every other week in the summer, the windows to be cleaned, and the woodwork to be treated. You also need to check for any damage to walkways or driveways, blocked gutters, or leaks. 

Although you may require tenants to complete general yard and garden maintenance as part of their contract, it’s a good idea for you to look after things like hedge trimming and seasonal upkeep. You may also want to consider hiring a snow removal service during the winter so you can keep your tenants safe in bad weather.

A Property Manager Can Help

These are just some of the basic routine maintenance items you’ll need to keep up with to ensure your tenants’ safety and happiness and to maintain your property’s value. It can be a daunting task to continually keep up with all the maintenance that needs to be done, but a property manager can help by taking care of those responsibilities for you. At Amanica, we’ll coordinate all your property’s repairs and maintenance so that you don’t have to.