by Debbie Vornholt | Mar 17, 2025 | Landlord
Last week I gave you some steps to help deal with conflict.
This week, let’s talk about knowing your legal rights as a landlord or property manager. You must know your legal rights before you can attempt to resolve an issue. When you feel confident that you know what your rights are, it’s like having a superpower in your back pocket.
More importantly, understanding your legal rights isn’t just about knowing what you can and can’t do . . . it’s about protecting yourself and your investment from potential pitfalls and headaches down the road.
Empowerment à Empowerment means giving yourself the tools and confidence to take charge of your life and make informed decisions. It’s about knowing your rights, advocating for yourself, and protecting your interests as a landlord.
You need to empower yourself! Remember, you are in charge so don’t let the tenant wrestle control from you! Know your rights and enforce them! If you are unsure of what your rights are then I recommend contacting a local real estate attorney to get the answers you need.
When you know your legal rights inside and out, you’re like a knight in shining armor, ready to defend your castle (or your rental properties). Whether it’s dealing with lease violations, property damage, maintenance issues or eviction proceedings, having a solid grasp of the law gives you the confidence to navigate tricky situations with ease. Again, laws vary from area to area so it is very important to consult with a real estate attorney in your area when you need guidance.
Next week, we will talk about prevention and how it is important to not just react to issues but to instead be proactive.
by Debbie Vornholt | Mar 10, 2025 | Landlord
I have talked about setting boundaries and protecting your mental health over the past few weeks. I am going to shift gears and talk about conflict resolution over the next few weeks. Most of this is common sense but I have found that unless I actively have a plan, it is impossible to stay on track and remain calm.
The fact of the matter is that conflict is a part of life and there will always be tenants upset about something. Some conflict is inevitable but our mindset when we enter a conversation is very important. Tenants get upset at a variety of issues from late payments to lease violations. They often feel they are justified and have the right to do whatever it is they have done. Many times this can lead to an unpleasant conversation that we would much rather avoid!
Here’s the deal, conflict is like that unexpected guest who shows up uninvited to the party. It can be uncomfortable to deal with and most of us avoid it whenever possible. But, when you self-manage your rental properties, dealing with conflict is just part of the job description. The good news is, there are ways to handle it like a pro and minimize the stress that comes with it.
First off, let’s talk about reframing your perspective. Remember, it’s not personal! Instead of seeing conflict as a personal attack or a sign of failure, think of it as an opportunity for growth and improvement. It’s like a puzzle waiting to be solved. LOL. I know that might be a stretch but the point is that by shifting your mindset, you can approach conflict with a sense of calm and openness, rather than dread or defensiveness.
Next, let’s talk about communication. It really is the golden ticket to resolving conflict like a pro. When tensions are running high, instead of shutting down, take a deep breath and stay neutral. Listen actively, speak calmly, and attempt to understand what the tenant is upset about before trying to respond. It’s like oiling the gears of a rusty machine. Being able to effectively communicate keeps things running smoothly, even when there are bumps in the road.
Conflicts with tenants will happen. The key is to stay calm, not taking it personally and focusing on solving the issue.
by Debbie Vornholt | Mar 3, 2025 | Landlord
Do you keep detailed records? Do you have everything documented, from rent payments to maintenance requests? Do you fully document problem tenants or situations that went from bad to worse?
Keeping detailed records is a crucial aspect of property management that can save you time, money, and headaches in the long run.
First and foremost, maintaining comprehensive records helps protect you in case of disputes. Documenting all interactions with tenants, including emails, phone calls, and in-person conversations, ensures you have a clear trail if any issues arise. This includes rent payment receipts, signed lease agreements, and maintenance request forms. When a tenant claims they never reported a leaky faucet or disputes a late fee, having detailed records can quickly resolve the matter in your favor.
Additionally, keeping detailed records improves your efficiency and organization. It doesn’t matter if you use a property management software or a well-organized spreadsheet to track everything related to your properties. Your system should allow you to quickly access information about rent payments, maintenance schedules, and lease renewal dates. By having all your data in one place, you can manage your properties more effectively and avoid the stress of misplaced documents or forgotten tasks.
Finally, detailed record-keeping helps you monitor the financial performance of your rental properties. Regularly updating your records with income and expenses allows you to see which properties are the most profitable and which might need adjustments, such as rent increases or additional maintenance. This financial insight is invaluable for making informed decisions and ensuring the long-term success of your property management business.
Keeping detailed records is not just about staying organized—it’s about protecting yourself, improving efficiency, and making smarter financial decisions. By investing time in a solid record-keeping system, you set yourself up for smoother property management and greater peace of mind.
by Debbie Vornholt | Feb 24, 2025 | Landlord
I have been talking about setting boundaries in this series. Sometimes we get so caught up in life and running our businesses, the it doesn’t occur to us to just stop, take stock and assess where we feel stressed, anxious, worn out, etc. Setting boundaries and enforcing them will help you reduce stress and get your life back.
Let’s go over some additional quick tips on how to set boundaries effectively:
- **Identify Your Limits**: Reflect on your personal and professional values, priorities, and comfort levels to determine what boundaries are important to you. Create boundaries that work for you.
- **Communicate Clearly**: Clearly communicate your boundaries to tenants, applicants, and prospects from the beginning of your interactions. Have written protocols that you can include in your lease, in emails or you can communicate in other ways.
- **Be Consistent**: Consistently enforce the boundaries you’ve set. This helps establish clear expectations and fosters respect from others. Making exceptions in some cases can completely undermine what you are trying to do.
- **Use “I” Statements**: People are quick to take offense these days and that isn’t our goal. When communicating your boundaries, use “I” statements to express your needs and preferences without blaming or accusing the other party. For example, “I prefer to communicate via email” instead of “You always call me at inconvenient times.”
- **Set Consequences**: Clearly outline consequences for crossing boundaries, and be prepared to enforce them if necessary. This could include refusing to speak to a tenant on the phone and insist that all communication be in writing.
- **Practice Self-Awareness**: Pay attention to your own feelings and reactions in different situations to identify when your boundaries are being tested or violated. If you are feeling stressed out or anxious, stop and figure out if there is a way to reduce or eliminate that stress.
- **Seek Support**: If you’re unsure about how to set or enforce boundaries in a particular situation, reach out! This group is great and we are always happy to help. We have ALL been there! Sometimes you just need to vent.
- **Practice Self-Care**: This business can be emotionally draining even with boundaries, so prioritize self-care activities that help you recharge and manage stress effectively. Stick to your office hours and go have fun! You can’t be “on” all the time.
- **Regularly Review and Adjust**: Nothing stays the same and it is important to periodically review your boundaries to ensure they are still serving your needs effectively. Be open to adjusting them as needed based on changing circumstances or personal growth.
Remember that setting boundaries is not about being rigid or controlling. The purpose is to create healthy and respectful relationships that benefit both parties involved.
by Debbie Vornholt | Feb 17, 2025 | Landlord
So, in our discussion about setting boundaries, we have talked about setting office hours and creating protocols for reporting maintenance issues and how to define and emergency.
If you did not have these protocols in place before, do you have some now? Let’s talk about the third questions which was:
“Do you have standard operating protocols to deal with different situations?”
For example, what does your tenant need to do to give notice to vacate? Will you accept the notice verbally? Does it need to be in writing? Will you accept a text or an email? Do you insists on certified mail?
I personally will only accept it is writing but I will accept a text or an email. I require the tenant to give the exact date that they will be out. I then follow up with a letter stating that I have received their notice to vacate. It is usually a 30 day notice so that kicks off a move out series of emails that I send.
What happens when the lease isn’t up and the tenant gives notice. Do you have a written process for that? What happens if the tenant doesn’t give enough notice?
I could go on and on about the procedures that you need to have in place to deal with a variety of issues. My point is that when issues come up and you are caught off guard, it can be stressful. Landlords reach out to me all the time and will say what happened and then ask what I would do or what I think.
Be prepared for as many situations as you can think of and create a protocol for that. I have a folder called SOP (Standard Operating Procedures) that I can refer to when needed. If I run across a situation that I haven’t dealt with before, I figure it out and write it down.
You need protocols for just about everything. The list below is just what I could think of right off the top of my head.
- Move out.
- Rent turn.
- Hire contractors.
- Collect 1099’s.
- List a property.
- Pre-screen.
- Show a property.
- Run credit.
- Move in.
- Code violations.
- Non-payment.
- Evictions.
- Lease violations.
I love to be prepared! It makes the job a lot easier which means I don’t stress out when these situations pop up. What other things can you all think of that we need an SOP for? I know there are a LOT more of them!
by Debbie Vornholt | Feb 10, 2025 | Landlord
In our continuing discussion on setting boundaries, I asked you 3 questions. Let’s talk about the second question.
Do you have after hours emergency protocol?
One of the most common reasons a tenant will contact us is to report a maintenance issue. Tenants almost always want their maintenance issues handled immediately. Some will insist that their issue is an emergency. In all of my years of being a property manager, I can count on one hand the number of actual emergencies that I have received.
I should start by asking if you have a protocol for reporting maintenance issues? You should have a specific step by step process.
It can be as simple as:
- Take a picture of the issue when possible.
- Please be able to fully describe the issue.
- Text the picture and a complete description of the issue to INSERT NUMBER.
You should also have after-hours emergency protocol. First, define what constitutes an emergency for you for various situations. At what temperature does lack of heat become an emergency for you? That answer will be different for everyone. Same for air conditioning. You will need definitions for plumbing, roof issues, etc. Provide your tenant with your protocol for reporting maintenance issues and how to elevate them to an emergency.
Be sure and explain how the service will work. For example, do you call the contractor or do you give them the number and have them schedule it?
I would strongly recommend that you have a check list of common things the tenant should check before calling a professional. No power in the bathroom receptacles? Is the GFCI tripped? Is the breaker off in the panel box?
You can go to Google and literally provide a quit checklist of common solutions to possibly help solve the problem more quickly and without a charge to you.
No one likes feeling helpless and tenants are no different. Give them the tools to help solve their issues. If they know how to report a problem, you will both have peace of mind.
