- 1. Advise
- 2. Record
- 3. Collaborate
- 4. Communication
Highlight key terms and obligations in their contract so their responsibilities towards the property are clear.
Advise them to get in touch ASAP in the event of any problems and make sure they have contact details for any resources you use.
Provide them with the Prescribed Information, our terms and conditions, and a copy of the inventory you agreed upon at the check-in.
Share our guide for tenants so they can find answers to common questions about their tenancy deposit.
Keeping detailed records gives you and your tenant the evidence to help you agree on deposit repayment at the end of the tenancy.
Make sure that the tenant is given a copy of the check-in report and inventory at the start of the tenancy and allow them time to highlight any inaccuracies. The check in-report should note the condition of all furnishings, fixtures, décor and the property itself. Be consistent and descriptive when recording each room and the condition and age of contents. Be sure to mention if an item is brand new. Take date stamped photos to support the comments in the report. Short videos can also be helpful for showing a particular issue, for example a working blind, or a dripping tap.
Conduct regular inspections if possible. Use them to check the property's condition against the inventory and to identify any maintenance or repair issues. If you identify any changes, make sure you record them.
Keep a record of any communication, including emails, texts and letters about damage, repairs or broken items. Share a written or email summary of the situation and resolution with the tenant, and keep copies of all related bills, invoices and other documents.
When you collaborate with your tenant you're more likely to have a good relationship and a better end to the tenancy when the time comes.
Where possible, invite your tenant to the check-in and check-out to discuss and agree on any discrepancies. If for any reason the tenant can't attend, ensure that they are provided with a copy of the report and given the opportunity to highlight any discrepancies.
Discuss repairs or improvements at the mid-tenancy review and ask if there are any issues. Tenants are often the first to notice them as they live in the property day-to-day. They can help ensure your property is well maintained, and your investment is protected.
Normal wear and tear can be expected throughout the tenancy. When your tenant is moving out, work together to determine what's reasonable and acceptable so that everyone knows what is expected of them.
If tenants move in or out during the tenancy, update the original inventory and ask all parties to agree on the changes. This helps ensure that new tenants aren't held responsible for damage that occurred before they moved in.
Good communication isn't just about talking, it requires listening skills too.
Hear
Good communication involves listening as well as talking. Taking the time to understand your tenant's concerns can help build trust and resolve issues before they escalate.
Listen
Listen to any concerns your tenant raises and acknowledge their point of view, even if you don't agree with it. Understanding their perspective can help prevent misunderstandings and identify solutions sooner.
Communicate
Respond to concerns clearly, fairly and promptly. Explain the reasons for your decisions and show that you have considered the tenant's views. Clear communication helps build trust and makes agreement more likely.