Good communications with tenants help build strong relationships, avoid misunderstandings, and establish a mutually agreeable rental experience for leaseholders and the property management company. Below are some tenant communication tips:
Set Clear Expectations
Building a good relationship with tenants starts with a strong, well-thought-out lease. The DenCO Property Management (DenCO) residential lease agreement and all its clauses and addenda result from the experience of managing rental properties in Denver for over 20 years. We periodically have it reviewed by attorneys to ensure it complies with current Colorado real estate rental laws. The lease lists the responsibilities of the tenant and the property management company during the rental agreement term. Click here to read about the Benefits of a Strong Lease Agreement.
Our lease states that DenCO will conduct two inspections per year. The primary purpose is to identify needed repairs and conduct property maintenance to enhance the home’s habitability. Proactively finding and fixing issues makes tenants appreciate the extra effort and keeps them happy. Also, our property managers inspect the rental to determine whether the tenant complies with the terms and conditions of the leasehold agreement.
Be Available and Response
DenCO assigns a property manager for each rental property we manage. They manage tenant relations, take care of any repair requests, and address other issues associated with the property. Our managers listen to tenant concerns or complaints and take them seriously, which builds stronger relationships. We respond in a reasonable amount of time when a request comes in. DenCO has a list of reliable, professional service companies to handle appliance, plumbing, electrical, HVAC, and roofing issues. Our owners and tenants can expect quick service and competitive repair costs due to DenCO’s buying power.
The request service form is not for emergencies. During move-in, the property manager informs new tenants that an emergency needs immediate attention. They should call 911 for fire or safety issues. If they smell gas, we recommend they exit the premises immediately, leaving the doors open as they exit. Once outside the rental, they call Xcel’s emergency phone number. After the appropriate agency has been notified, please call DenCO to inform us about the emergency.
Large-ticket items such as roofs, main sewer lines, and HVAC systems wear out and must be replaced. The tenant usually notices a problem first and calls DenCO. Owners must fix these systems to provide their tenants a habitable place to live. Once approved, the repair or replacement proceeds, and we bill the owner directly. Our property manager informs the tenants of the need for major repairs and works with them to reduce any inconvenience as the work proceeds.
Document All Communication
Professional property management companies document all communications because it is good business and reduces legal risks. Colorado is still landlord-friendly, but legislation over the last two years has substantially increased tenants’ rights, making documentation of all requests and other communications essential for all involved. DenCO documents all tenant interactions, including lease agreements, move-in/move-out inspections, maintenance requests, and other communications.
The document management process also helps our owners. DenCO keeps track of each property’s rental income, expenses, and receipts for accounting, budgeting, and financial planning purposes. Accurate records simplify tax reporting and allow owners to prove their income and expenses if audited. Also, maintaining comprehensive documentation over time creates a valuable historical record of each rental. These records help property managers identify trends and make replacement recommendations, leading to better decision-making and enhanced property performance. Click here for more information about property management documentation best practices.
By setting clear expectations, being available and responsive, using straightforward leases, listening to tenants, and documenting all communication, DenCO builds strong relationships, avoids disputes, and improves tenant relations. Owners who need help managing their rentals should hire DenCO. DenCO has been in business since 1999 and manages over 175 rentals in the DU, Washington Park, and other neighborhoods in the Denver area. Call us at 303-722-9688 or click here to complete a Contact Us form.
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