There’s a lot to manage when you’re renting out a property. Most landlords and rental property owners expect that they’ll have to take care of collecting rent, attending to maintenance, marketing their properties, and tracking their income and expenses.
The management of tenant disputes is sometimes a surprise. Most owners expect a smooth and easy rental experience. It’s what you hope for. It’s what you want.
However, tenants are unpredictable, even when they’re well-screened. They may argue with you about maintenance or rental increases or security deposits, and whether those conflicts are the result of a problem that’s easily solved or a situation that cannot help but grow more complex, you’ll need to be prepared to handle these encounters in a way that leaves your rental property and your reputation intact.
As professional property managers in the Kansas City metro area, and the surrounding areas, we have a lot of experience managing conflicts, avoiding disputes, and ensuring that misunderstandings and complications do not escalate. Let’s talk about the resolution strategies we employ. You’ll find them useful whether you’re managing one property on your own or you’re a property manager with an entire portfolio of tenants and properties to juggle.
The Best Way to Manage Conflict? Avoid It.
Before we dive into our conflict resolution strategies, let’s offer some tips and ideas about how to avoid conflict in the first place. Here are some important considerations that, when employed, will make conflicts and arguments less frequent.
Screen Tenants Thoroughly
Make sure you have a good idea of who you’re getting when you’re screening tenants and applications. While following all fair housing laws needs to be your priority while selecting and placing tenants, having a standard set of rental criteria and consistent screening procedures will take care of that. As you’re reviewing credit history, income, and rental references, make sure you’re thinking about how these tenants have performed in rental properties in the past. Are they reluctant to share information about past landlords and rental homes? That’s going to be a big red flag. Have you found collection activities from former apartment complexes or utility companies in their credit report? That’s another potential problem. You’re looking for tenants who have been responsible with money and with landlord or property management relationships.
Respond to Maintenance Issues Promptly
Responsive maintenance practices will always help you avoid or limit conflicts with tenants. One of the main sources of contention between landlords and tenants is the lack of urgency when it comes to making repairs or keeping properties in good shape. You don’t want to leave your tenants waiting for their repair needs to be addressed. That’s always going to lead to conflict, and it will likely lead to tenant turnover, too, which is expensive and frustrating. Have a process in place for responding swiftly to routine and emergency repairs. Make sure you’re keeping up with preventative services such as landscaping and pest control.
Develop Good Tenant Relationships
By ensuring you and your tenants get along well, you will be less likely to find yourself engaged in conflict and looking for a way out of it. Be good about communicating. Listen actively. Provide resources and support to your residents, even before they move in. When you can demonstrate that you’re willing to be a positive, respectful, and professional partner, you’ll find that your tenants are easier to work with, and there’s less of a chance that conflict will arise. Good tenant relationships lead to better – and more profitable – rental experiences.
Common Disputes Between Landlords and Tenants in Missouri
Here are the common causes of tenant-landlord disputes:
Maintenance Issues
We already discussed this a little bit, but it’s worth repeating. Tenants may feel their concerns about repairs or upkeep are ignored. If this happens, they will likely bring it to your attention, and they may become emotional, especially if they’ve made the same request more than once or there’s been no movement on rectifying the situation.
Rent Payments
Delays or disagreements regarding rent payments can lead to tension. As the property owner, you expect rent to be paid on time every month. If a tenant falls behind or refuses to communicate when you call or message to follow up, you’re going to get frustrated and there may be a dispute or disagreement between you and your tenants about getting the rent paid. Make sure you have a strong lease agreement that includes a rental payment policy and specific guidelines for late fees and other consequences.
Lease Violations
Conflicts may arise over perceived violations of the lease terms, such as unauthorized pets or occupants. If you suspect that your tenant has violated the lease agreement and they insist that they have not, check your documentation. You’ll need to have evidence if you want to move forward with canceling the lease or terminating the tenancy because of a lease violation.
Security Deposits
Disputes can occur when tenants feel the withholding of deposits is unjustified after move-out. Always conduct complete and thorough move-in and move-out inspections so you can document what you withheld from the deposit and why. Always provide an itemized list of accounting when you do keep some or all of the deposit after move-out.
Understanding these common issues can help both parties proactively address potential conflicts before they escalate.
The Impact of Conflicts
Conflicts between tenants and landlords can have significant repercussions for both parties. For tenants, unresolved disputes can lead to increased stress, a negative living environment, and even potential eviction. This instability can affect their overall well-being and may hinder their ability to maintain the requirements of their daily lives.
Landlords facing continuous conflicts might experience financial strain due to lost rental income and the costs associated with legal proceedings or property damage. Additionally, persistent disputes can damage a landlord's reputation, making it harder to attract reliable tenants in the future. Therefore, effectively addressing and resolving conflicts is crucial for maintaining a harmonious and mutually beneficial rental relationship.
Conflict Resolution Strategies in Missouri
Handling these disputes effectively is crucial for maintaining a positive rental experience and keeping your property occupied with good tenants. Here are some key strategies for conflict resolution between tenants and landlords.
Open Communication
Establishing an open line of communication is essential to good landlord and tenant relationships and a positive rental experience. Both landlords and tenants should feel comfortable discussing their concerns. Schedule regular check-ins with your tenants. These meetings or chats can help address issues before they become serious.
Be respectful. Approach conversations with respect and empathy, recognizing that both sides have valid perspectives. This isn’t always easy, but listening to your tenants will help you communicate in a way that’s less defensive, leading to better outcomes.
Document Everything
Documentation serves as an important tool in conflict resolution. It can protect you and show what you’ve done to try and solve a problem. Keeping thorough records can clarify misunderstandings and provide evidence if disputes escalate. Consider using written agreements. Verbal agreements will only come down to your word against your tenant’s. With a written agreement, you have the documentation that supports your lease terms, maintenance requests, and any agreements on rent payments.
Use email and messaging whenever you can. This can create a paper trail of conversations that can be referenced later if needed. Photos and videos should also be part of your documentation. Before and after the tenancy, you want to have a well-documented report of what the property looks like. This will help you hold tenants accountable and can be used to manage disputes over security deposits.
Mediation
If direct communication fails, consider engaging a neutral third party for mediation. Mediators can help facilitate discussions and guide both parties toward a solution. You want to be able to work these things out on your own, but a professional mediator can bring experience and neutrality to the situation. Together, you can set some ground rules and find some solutions.
Know Your Rights and Responsibilities
Both landlords and tenants must understand their rights and responsibilities under local and state laws. Familiarizing yourself with relevant rental laws can aid in resolving disputes effectively. Review your lease agreement thoroughly with your tenants before they move in. This will help you establish expectations.
Seek Legal Advice
In some cases, seeking legal counsel may be necessary. If disputes escalate and negotiations fail, understanding your legal options is going to be necessary. Start with your Missouri property management partner. We can work with you on appropriate actions to take during a dispute with tenants. We can also be the neutral third party that may diffuse a potentially escalating situation. If an attorney becomes absolutely necessary, we can make a referral.
Conflicts between tenants and landlords can be challenging, but they don't have to result in animosity or legal battles. By employing effective conflict resolution strategies and investing in open communication, both parties can work collaboratively towards a positive outcome.
Please remember that we are here to help you. At Rent Robin, LLC, we’re committed to creating a positive rental experience. We want to help you earn more and stress less. Avoid disputes with tenants. Contact us at Rent Robin, LLC.
