Key Takeaways
Set Clear Expectations Early – Defining responsibilities from the start helps prevent conflicts and misunderstandings.
Clarify Repair & Rent Policies – Ensure tenants know their maintenance duties and rent payment guidelines, including late fees and grace periods.
Explain Damage vs. Normal Wear – Educate tenants on what constitutes property damage to avoid disputes over security deposits.
Enforce Noise & Pet Policies – Establish quiet hours and pet rules to maintain a peaceful living environment.
Setting clear expectations with new tenants can set you up for success as a landlord. Just make sure you have covered all the basics to minimize potential areas for conflict or misunderstandings.
In this guide from, KRS Property Management, we’ll go over every aspect of setting clear expectations with your tenants.
Repair Responsibilities
Be clear on what responsibilities the tenant has when it comes to repairs and maintenance.
Generally speaking, tenants are usually responsible for things like:
Ensuring the unit remains safe and habitable.
Maintaining the unit’s cleanliness.
Reporting maintenance issues promptly for action.
Not causing negligent damage on the property.
Handling small repairs, like replacing burnt-out bulbs.
On your part, make sure you stay proactive when it comes to responding to issues. Nothing frustrates a tenant more than an unresponsive landlord who fails to respond to issues promptly. How quickly you respond should depend on the severity of the issue.
For emergencies, aim to respond within hours after receiving proper notification. And for non-emergencies, try to do so within a couple of days. Keep in mind some states have laws that dictate how much time a landlord has to fix an issue that impacts a unit’s habitability.
In North Carolina, for instance, landlords are required to make necessary repairs within a “reasonable time” after proper notification from tenants. “Reasonable time” is often taken to mean within 48 hours.
Rent Payment Expectations
If you fail to set clear expectations with new tenants regarding rent matters, problems can ensue during the tenancy. And since rent is the bread and butter of any rental investment, it’ll be in your best interest to let the tenant know of their rental responsibilities in this regard.
For instance, let them know about whether you’ll be charging a fee for late rent payments. If so, make sure to let them know how much it’ll be and when it’ll come into effect. Please note that North Carolina has maximum limits in this regard.
For tenants paying rent every month, the maximum late fee cannot exceed $15 or 5% of the monthly rent, whichever is greater. For tenants paying weekly, the amount can’t exceed $4 or 5%, whichever is greater.
There is a mandatory grace period. Before you can begin charging a late fee, you must provide your tenant with a 5-day advance notice.
Damage Expectations
Let new tenants know that negligent property damage is a gross violation of the lease or rental agreement. You may even want to explain to them the difference between what constitutes normal wear and tear versus damage.
The following is a tabulated summary on the two types of rental damage.
Normal Wear and Tear | Rental Damage |
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Let the tenant know that they would be responsible for any damage exceeding normal wear and tear. Failing to do so, can be grounds for an eviction. It can also be a legitimate reason to withhold part or all of their security deposit.
Noise & Disturbance Expectations
This is another area that you’ll want to be clear on before a new tenant moves into your rental property. As a landlord, you are responsible for ensuring tenants enjoy peace and quiet after they move into your property. This is especially true in a multi-unit dwelling.
With that in mind, ensure that the tenant understands their responsibility in this regard as well. Specifically, let them know about what exactly can constitute excessive noise to prevent potential misunderstanding.
Examples of excessive noise can include loud music and parties, barking dogs, loud voices and arguments, and impact noises like slamming doors and heavy footsteps.
Also, let them know about your ‘quiet hours’ policy.
This is the time that they must keep noise levels at a minimum for every resident to enjoy their peace and quiet. Generally speaking, this period often runs from 10 PM and 7 AM during weekdays, and 11 PM and 8 AM on the weekends.
Pet Policy
Don’t leave this to the tenant’s imagination. Be specific on whether you’ll allow pets into the property or not. If you don’t allow them, let the tenant know that it’d be a violation of the lease to have them on the property.
But if you allow them, then make sure the tenant understands any rules and restrictions you may have in this regard. Including the following:
Pet fees: Charging a pet fee or a deposit can provide you with a financial cushion against any damage the pet can cause to the unit during the tenancy.
Restriction: The type, breed, and number of pets you allow into the unit.
Cleanliness: Require tenants to clean up after their pets, both inside and outside the property.
Proof of Vaccinations: Have tenants provide proof of current licenses and vaccinations.
With a comprehensive pet policy, you can be sure of protecting your property while appealing to pet owners who make up a huge percentage of renters.
Bottom Line
Clearly communicating your expectations to new tenants can set you up for success as a landlord. Just make sure you have covered the key areas as aforementioned.
For expert help in any aspect of Raleigh property management, KRS Property Management can help. We can guarantee you an enhanced bottom line and peace of mind. Get in touch to learn more!