Mastering Landlord-Tenant Communication: The Communication Trifecta

Mastering Landlord-Tenant Communication: The Communication Trifecta

Mastering Landlord-tenant communication is essential for property managers and landlords to manage rental properties effectively. 

This video discusses three critical communication aspects that make life easier and obtain happy and content tenants.

1️⃣ Setting Expectations from the Start.

Begin with a solid foundation when new tenants move in:

🟢 Have a good process for inducting new tenants
🟢 Clearly outline policies and procedures.
🟢 Explain maintenance request processes
🟢 Discuss rent payment due dates

Setting clear expectations early’ll avoid misunderstandings and create a smoother landlord-tenant relationship.

2️⃣ Being Accessible and Responsive.

Accessibility is crucial. Here’s how to stay connected:

🟢 Establish office hours for non-emergency calls.
🟢 Set up an emergency contact system.
🟢 Respond to inquiries within 24-48 hours..
🟢 Keep tenants informed about the status of their requests.

Remember, prompt responses show that you value your tenants and take their concerns seriously.

3️⃣ Use Multiple Communication Channels.

Diversify your communication methods to ensure messages are received:

🟢 Use email for formal notices and detailed information. 
🟢 Make phone calls for urgent matters or complex discussions
🟢 Send text messages for quick updates or reminders. Some tenants prefer using Messenger.

By offering various communication options, you cater to different preferences and increase the likelihood of reaching your tenants effectively.

Remember by Implementing these communication strategies will help you build trust, reduce conflicts, and maintain positive relationships with your tenants. Clear communication is the foundation for successful property management.

Happy tenants stay longer, which makes your rental more profitable.

8 Proven Tactics to Enhance Landlord-Tenant Relationships: Boosting Rental Success

8 Proven Tactics to Enhance Landlord-Tenant Relationships

Landlord-tenant relationships benefit everyone. If tenants are happy, of course, they’ll stay longer.

Check out the video, which has eight points on fostering great working relationships.

 

1️⃣ 1.    Clear Communication

🟢 Setting expectations from the start.
🟢Being accessible and responsive.
🟢 Use multiple communication channels (email, phone, text)

2️⃣ Respect Privacy

🟢 Give proper notice before entering the property.
🟢 Respect the tenant’s personal space

3️⃣ Prompt Repairs & Maintenance

🟢Address issues quickly.
🟢 Follow up to ensure satisfaction.

 4️⃣ Be Fair and Consistent

🟢 Treat all tenants equally.
🟢 Be transparent about policies and procedures.

5️⃣ Show Appreciation

🟢 Recognise good tenants (e.g., property care).
🟢 Consider small gestures (e.g., gift card, minor upgrades)

6️⃣ Professionalism

🟢 Remain calm and courteous, even in difficult situations.
🟢 Keep emotions in check

7️⃣ Regular Inspections

 🟢 Routine checks are another way to affirm your tenants.
🟢 If tenants are at home, it’s an excellent opportunity for face-to-face interaction and rapport building.

8️⃣  Be Proactive

🟢 Anticipate and address potential issues before they become problems.

🟢 Stay updated on local laws and regulations.

Remember, good communication is the key to successful rental.

Happy tenants stay longer, which makes your rental more profitable.

Making life easier for landlords is what we do.

 

Urgent: Landlords, Are You Ready for the 2025 Healthy Homes Deadline?

Urgent: Landlords, Are You Ready

Urgent: Landlords. Are You Ready?

Check out this short video; time is ticking.

TRANSCRIPT

So we’ve got Compliancy for Healthy Homes for All Rental Properties in New Zealand, July 1 2025. Now, of course, for new tenancies in place, you’ve got 120 days for new tenancies from the start date of that tenancy.

You need to be fully compliant within 120 days of that tenancy starting. 

July 2025 concerns existing tenants in place of the tenancy before July 1, 2019, when the Healthy Home Amendment became law.

So if you’ve got a long-term tenant in your property, which would be by next year, if they came in, say, June 2019, it will be at least six years.

So, at the moment, they’ve been in that property for five or so years. If you have long-term tenants, you must be fully compliant with Healthy Homes by July 1 2025.

Some people, I think, are going to get caught because they’re long-term tenants. Everything’s fine. And the next minute is going to come up, come upon you.

So what I recommend is that you do a report. Now, you can do it yourself or get one done. Getting one done with a third party is an excellent idea because it’s independent.

If you ever get challenged, you have the report and photos.  If you’re going to do it yourself, as long as you do it properly and understand what meets and what doesn’t, particularly with draughts and things like that, you’ve got to go around and measure.

Otherwise, you’re not necessarily going to be compliant.

So get that done because trade is going to be busy. You don’t know what’s needed.

It’s better to know what you need to do. Plan it for those long-term tenants. So, on July 1, 2025, you will be compliant.

Remember, don’t delay. Get your report done now.

I hope that helps. We’ll catch you next time.

Making life easier for landlords is what we do.

Healthy homes standards – Tenancy Services

https://www.tenancy.govt.nz/healthy-homes/healthy-homes-standards-what-a-landlord-needs-to-know/

Reduce Rental Vacancies: The DIY Landlord’s Ultimate Time Leverage Tool

Reduce Rental Vacancies

Are you a landlord who prefers to manage your rental properties and wants to reduce rental vacancies?

Have you considered using a casual letting agent to simplify your life?

This short video explains six reasons why a casual letting service might be your ideal solution.

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They’ll

1️⃣ Advertise Your Property

Letting agents use professional marketing strategies to advertise your property, attracting more potential tenants. Taking great photos and 3D tours to portray the best of your rental

2️⃣ Find the Right Tenants

A top letting agent excels at tenant sourcing. They can quickly find and vet reliable tenants, saving time and effort. They also conduct background and credit checks and screen all applications.

3️⃣ Leverage of Experts
An expert letting agent prepares a robust tenancy agreement that underpins your entire rental business. Getting this foundation right is crucial like a master builder, ensuring a house stands strong for years to come.

4️⃣ Offer a Tenancy

They’ll offer a tenancy to your preferred tenants, schedule the signing of tenancy documentation and secure funds, including bond and rent, in advance.

Prepare a tenancy agreement and other documentation in your name, including bond lodgements and read over the tenancy documentation with the tenant before signing.

 5️⃣ Legal Compliance Made Easy

 You’ll be updated with any changes to rental regulations, and compliances will be declared in the tenancy agreement, reducing the risk of costly legal mistakes.

6️⃣ Maximised Rental Income

 You’ll be given market insights for optimum rents, and the quicker turnaround between tenancies means fewer vacancies.

Once a new tenancy has been secured and you’ve received all documentation, you return to managing your rental.

All Ways Property Management has saved landlords countless hours of time and financial costs with our affordable letting service.

Casual letting is the smart choice for landlords who self-manage and want to leverage their time and expertise of a professional letting agent.

Making life easier for landlords is what we do.

Pets in Rentals: Paws or No Paws? A Landlord’s Dilemma

Pets in Rentals: Paws or No Paws? A Landlord's Dilemma

Sixty-four percent of New Zealand households own at least one pet, and around one in three Kiwis rent.

With these statistics in mind, check out this short video as we explore the advantages and disadvantages of allowing pets in rentals.

TRANSCRIPT

 Advantages:

1️⃣ Attract a wider tenant pool: Many renters struggle to find pet-friendly properties. A larger pool allows more choice to select high-quality tenants.

2️⃣Longer Term: Pet owners often stay longer, reducing turnover and vacancy rates.

3️⃣ Higher Rent Potential: Pet owners are often prepared to pay a premium—not above market rent but at the upper quartile—even if the rental market slows.

4️⃣ Responsible tenants: Pet owners are often very responsible, take good care of the property and are house-proud.

5️⃣ Pet Agreements: Documenting clear guidelines on pet numbers, indoor/outdoor policies, and daily maintenance expectations, such as picking up dog faeces and carpets, will minimise risk.

Disadvantages:

1️⃣ Potential damage: Pets can damage carpets and other floor surfaces.

2️⃣ Allergies and odours: Lingering pet allergens, smells, or flea infestation may affect future tenants.

3️⃣ Noise issues: Potential for noise complaints from neighbours, with dogs barking.

4️⃣ Property suitability: Some properties may not be ideal for pets (e.g., lack of fencing, multi-unit dwellings)

5️⃣ Pet overload: Too many pets can lead to increased wear and tear on the property

………………………………

“In my experience, a top-tier tenant who owns a pet often outweighs a mediocre tenant without one.”

Remember, regardless of pets or no pets, the key always lies in diligent tenant selection.

I hope that helps. We’ll catch you next time.

Making life easier for landlords is what we do.

Renting Rurally – Tank Water

Maintain Tank Water System

Not maintaining water tank systems and landlords failing to do this can cause a heap of trouble.

If you are renting a rural property you should provide a full tank (or at least near to) at the start of a tenancy.

The tenancy agreement should record that the tenant will arrange and pay for any refills.

Landlords need to provide adequate means for the collection and storage of water.

Maintaining the tank system leak-free and uncontaminated condition is essential to prevent water wastage and health risks.

Sometimes, landlords fail to:

🟢 Clean gutters regularly.

🟢 Check & clean filter inlets from collection plates where downpipes meet or at the tank.

🟢 At the house, failing to change exterior & interior filters when due for replacement.

This short video explains why you should.

TRANSCRIPT.

Failing to do this can cause a heap of trouble.

I had a situation with a rural property that was newly listed with new tenants, and they were complaining about the water.

So I checked out the tank’s source and what the collection was, and it was coming from quite a large woolshed, a plantation of pine trees at the back, and pine needles everywhere on the roof.

The gutters were full, and it was a mess. So we called in a tank specialist. What they did was they drained the tank, purified the water, and washed out the tank, and also why the water was getting purified.

They flushed and cleaned all the gutters, stored some gutter whiskers where needed, and got the whole system nice and clean.

Once the tank was completely clean and the water purified.

They put the water back in there, and we were good to go. The tenants noticed a huge difference right away. It wasn’t perfect, and it just needed fresh water to come in because it was a little discoloured.

But the tenants noticed a huge difference as soon as we did that.

So, today’s tip is to keep it from getting to that stage.

Check out your water systems and get them cleaned regularly. We’ll make a huge difference, making life easier for you and your tenants.

So I hope that helps. We’ll catch you next time.

Making life easier for landlords is what we do.

Carpets Professionally Cleaned at the End of Tenancy – Yes or No?

Carpets Professionally Cleaned at the End of Tenancy - Yes or No

So, do carpets need professional cleaning at the end of a tenancy?

What does the law mean by reasonably clean and tidy?

Check out this short video to find out the answer yes or no to the professional cleaning of carpets.

 

TRANSCRIPT

So, do carpets need professional cleaning at the end of a tenancy?

Section 40 of the Residential Tenancies Act—tenant’s responsibilities—states that tenants must leave the premises in reasonable clean and tidy condition.

What does the law mean reasonably clean and tidy?

Sometimes, determining what is reasonably clean and tidy can be difficult because we all have different living standards.

A vacate checklist with cleaning task reminders is a great tool to use.

So, back to carpets – if they are in the same condition as when tenants moved in, considering normal fair wear and tear, no stains, smells, or other issues, landlords can’t expect or make tenants commercially clean carpets.

You can’t write clauses into tenancy agreements that conflict with the Act. The Tenancy Tribunal may consider such clauses unenforceable, meaning they have no effect, and in some cases, these clauses may amount to an unlawful act.

Clauses likely to be unenforceable are clauses that:

  • Ask a tenant to do more than the Act requires them to do
  • Try to remove or reduce the tenant’s rights or give the landlord more rights
  • Evade the requirements of the Act.

Some tenants will view it as reasonable and agree to get the carpets professionally cleaned. Still, others will only view carpets as reasonably clean with a good vacuum.

So, ensure you know what you can and cannot do as a landlord regarding the ACT.

Deferred Maintenance Costs Landlords Money

Deferred Maintenance Costs Landlords Money

What is Deferred Maintenance?

The hidden cost of doing nothing

For landlords who defer maintenance long-term, it is like watching the money roll out the door.

Deferred maintenance refers to postponing essential upkeep tasks due to financial difficulties and or inadequate planning. This negligence can significantly affect a property’s condition and value over time, escalating minor repair needs into significant problems.

The widespread occurrence of deferred maintenance in real estate is concerning. Many property owners and managers face the dilemma of addressing immediate issues at the expense of long-term upkeep, resulting in a cycle of deterioration and neglect.

Preventative maintenance saves landlords money. It’s about fixing things before they break, worsen, or cause more damage.

Costs Increase Exponentially

This short video gives examples of how costs can increase exponentially.

1️⃣ Decreased Property Value

Deferred maintenance can lead to a noticeable decline in the property’s overall condition.

Issues such as peeling paint, leaky roofs, or outdated systems make a property less appealing to potential renters and decrease its market value. When it comes time to sell, properties in poor condition typically fetch lower prices, reducing potential profits for landlords.

2️⃣ Delaying Maintenance Increases The Costs

Minor issues not promptly addressed can escalate into major problems that are much more expensive. For example, an ignored small water leak can lead to significant water damage, mould growth, and structural issues. The cost of repairing extensive damage is often exponentially higher than addressing the problem when it first arises.

3️⃣ Tenant Turnover and Vacancy Rates

Happy tenants are more likely to stay longer and take better care of the property, reducing the costs associated with turnover and vacancies. Deferred Maintenance Costs Landlords Money

Regular maintenance signals tenants that the landlord cares about the property and their well-being, fostering a positive landlord-tenant relationship. Conversely, neglecting maintenance can lead to dissatisfaction, complaints, and a higher likelihood of tenants moving out.

Properties that are not well-maintained are less attractive to high-quality tenants, leading to higher vacancy rates and increased tenant turnover. Frequent turnover not only means more time and money spent on marketing the property and screening new tenants but also leads to lost rental income when the property is vacant.

Making life easier for landlords is our specialty.

How To Recognise a High-Performing Property Manager

How To Recognise a High Performing Property Manager

This short video explains key signs indicating you’re working with a first-class property manager and what to look for.

TRANSCRIPT

1️⃣ Select Great Tenants 

So first off, of course, select great tenants who look after your property and pay the rent on time—maintaining market rent.

2️⃣ Maintain Market Rent

Doing 12-month-a-year reviews gives the landlord options on what the market is doing. 

At the end of the day, it’s always the landlord’s choice whether to increase rent. But of course, rates and rents go up annually, and if there’s been a move in the market, it helps keep your cash flow coming in. 

3️⃣ Low Vacancies. 

The goal here is, ideally, long-term tenants. Now, some properties and locations are more transitional, which needs to be taken into account. Also, the market has ups and downs when you’re advertising.

 So if the market’s slow, it’s going to take a bit longer to rent, and you could have a time when the property is vacant. But the goal here is ideally a 100% occupancy rate and between 95% and 100%.

 Any lower, it starts to reduce your cash flow. 

4️⃣ Timely routine inspections.

Timely routine inspections and report any issues to you promptly. 

5️⃣ Repairs & Maintenance

Organising any repairs and maintenance quickly and efficiently. There’s ongoing communication with the landlord and a professional tenant relationship.

6️⃣ Reply to Inquiries in a Timely Fashion.

Also, reply to inquiries in a timely manner. That’s really important. It’s frustrating if a property manager is not getting back to you. 

Of course, property managers are busy, and they might text and say, Hey, look, I’m in the middle of something right now, but I’ll call you back tomorrow morning. 

But as long as they’re making that effort, and of course, depending on your inquiry’s urgency, this handle will be in a timely manner.

7️⃣ Ongoing Communication

Ongoing communication with the landlord and also conducting a professional tenant relationship.

8️⃣Fully Compliant Tenancy Agreements.

This includes sections dedicated to declaring smoke alarms on the property, including location, expiration dates, etc. 

The Healthy Homes Declaration describes what meets the standards and if something needs to be done, the timeline for that.

Also, protecting the landlords with clauses that have your interests at heart is very important. 

9️⃣ Legal and Property Management Training. 

Access to legal and property management training and upskilling to keep landlords safe. 

A good property manager will have someone on the legal side who can call for up-to-date information if needed.

Achieve Better Results – Introducing The EEL Formula

Achieve Better Results

For landlords wanting to achieve better results, the EEL formula offers a winning process for optimising your rental property outcomes.

Here’s a detailed breakdown of these three components.

1️⃣ Education:

The foundation of success lies in educating both yourself and your tenants. Continuous education is the key, from signing a new tenancy agreement, including the tenant induction, to receiving and sending out a vacate letter at the end of the tenancy. 

For example, there may be condensation issues, so explaining the significance of proper ventilation may be necessary, or what is reasonably clean & tidy. Ensuring clarity and understanding paves the way for smoother tenancy experiences.

2️⃣ Expectation:

What to expect

Clear communication of expectations is necessary and a source of security for landlords and tenants 

When tenants are well-informed about what is required of them throughout their tenancy, they feel more at ease and understand, fostering a far more harmonious landlord-tenant relationship. 

Whether it’s outlining the steps needed to recover their bond at the end of a tenancy or explaining the consequences and actions that will be taken for late rent payments, setting expectations upfront helps manage potential conflicts and promotes accountability.

3️⃣ Lead by Example:

As a landlord, your actions speak louder than words. Demonstrating a proactive and responsible approach sets a positive precedent and instils respect and trust in your tenants. Your leadership paves the way for a mutually respectful and harmonious landlord-tenant relationship.

Better Results

Incorporating Education, Expectation, and Leading by Example principles into your rental management can significantly enhance your rental outcomes and foster a mutually beneficial landlord-tenant relationship.

Remember the EELformula; here is a video as well.

Making life easier for landlords every day.

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