Communicating With Your Landlord Or Property Manager

Effective communication with your landlord/property manager is crucial for a productive business relationship. These are some tips to help you communicate effectively with your landlord or property manager - and to protect you from situations not covered in your rental lease agreement.

• Establish Expectations

  Both you and your landlord should be clear about each other's expectations right from the beginning. Examine your rental agreement and answer any questions about the responsibilities of each party. Here are some common issues:

  Is it you who is responsible for putting out the trash? Or does the property manager do it?

  Are you able to call the landlord directly about maintenance questions, or do you submit a formal request form? Is there a time limit for the landlord to respond?

• Respectfully Speak Up

  Always let your landlord know if you have any concerns or problems paying rent. No matter what the message may be, clear communication is better than silence.

  Remember to be honest and respectful. Keep your tone professional, even when you get frustrated.

• Define An Emergency

  You have the right to request maintenance for the property, as stated in your lease. However, there are some grey areas about when these requests should be made. Any issue that could affect the habitability or safety of your rentals, such as weather protection, plumbing, and utilities, should be addressed immediately. Keep in mind that not all issues can be considered emergencies. A dead bulb in your closet is probably not as dangerous as a burnt-out bulb in an entrance or hallway.

• It Must Be Written

  If your landlord offers to replace expensive items such as carpeting and appliances prior to your move-in, make sure you get it in writing. All other agreements should be clearly documented and signed by both parties. Specific forms, such as work orders, are sufficient documentation. However, any correspondence must also be recorded. You can email your landlord, but it might be difficult to prove receipt if you don't get a response.

  Always include the following in all correspondence:

  • Your full name

  • Your address and applicable unit number

  • The date that the letter was written, as well any other pertinent dates.

  • A detailed explanation of your problem and what you want from the landlord.

• Follow Up

  Property managers who prefer to be contacted by text or phone for maintenance requests should keep track of when they were first notified. If you don't receive a response within the required time, it doesn't matter if you did this or not. You should send a letter to follow up. Your original problem, date of request, follow-up date, and the solution that you need should be included in the letter.