Most problems don't start because tenants are trying to be defiant. Tenant issues are usually caused by unclear or misunderstood expectations. Boundaries that aren't written, clearly communicated, or consistently enforced are unlikely to be respected or taken seriously. And if your lease clauses are weak or ambiguous, they probably won't hold up in court.
That's why smart landlords hire a property manager. For example, Houston apartment property managers at Green Residential have decades of experience writing clear lease agreements that are enforceable in a court of law. It's risky to proceed any other way.
When you establish clear rules from day one and back them with consistency, you can reduce conflict and protect your property. Every landlord needs strong boundaries, and here are some tips for putting them in place.
1. Set the tone early with a clear lease agreement
Your lease is the foundation of your rules. If your lease is vague, outdated, or missing key policies, tenants will operate based on their assumptions, which probably won't align with your expectations. A strong lease provides the clarity needed to prevent certain problems. For example, if you don't want anyone smoking on the property – even outside – it's crucial to state that in the lease. Most people who smoke will understand they will need to walk off the property if they want a cigarette. There will always be some people who won't comply but for the most part, good tenants will follow the rules.
Having clear rules in your lease agreement also gives you something to reference when there's a conflict. For instance, if your tenant gets a dog but your lease prohibits pets, you can refer to the signed agreement rather than having a long, drawn-out argument. From there, you can issue a notice to quit or comply and everything will happen according to the agreement, which means you'll be protected if you end up in court.
2. Be specific when naming expectations
Be specific regarding what you expect your tenants to do. Don't say "keep the property clean" because that's too vague. Spell out what you mean by "clean." For instance, some leases state that tenants must vacuum regularly, keep dust under control, and take the trash out at least once a week.
It's crucial to be equally specific regarding maintenance tasks. For example, not every tenant will assume they need to clean the gutters so that needs to be spelled out. If it's the tenant's responsibility to mow the lawn and trim bushes or tree branches, specify everything in the lease.
3. Communicate lease terms verbally
Don't just hand a new tenant a copy of the lease to sign and assume they've read the whole thing. Some tenants skim leases and others don't read at all. It's important to go over the lease verbally with each tenant to make sure they understand what it contains.
It also helps to use occasional friendly reminders for seasonal maintenance, trash pick-up changes, winter freeze instructions, and anything else a tenant might forget about. Simple reminders help tenants follow the rules without guessing and makes them respect you more.
4. Explain the "why" to increase compliance
Tenants follow rules more consistently when they understand the reason behind them. People naturally resist rules that feel arbitrary but tend to respect the ones that make sense. Consider it transparency rather than justifying your rules.
Tie your rules to safety in favor of the tenant when possible. For instance, explain to a tenant that your space heater ban prevents fires and reporting even the smallest leak prevents mold and drywall collapse. No matter how obvious a danger may seem, never assume tenants are aware. For example, some tenants don't know space heaters are dangerous and once they understand the risk, they'll be more likely to comply.
5. Enforce policies consistently
If you have more than one tenant, always enforce policies consistently for everyone. Even if you let someone slide for a good reason, other tenants will see it as favoritism and if you don't also give them a free pass they'll get upset.
Clear boundaries create better tenants
Strict rules are necessary for creating clarity and structure with your tenants. When tenants understand exactly what you expect and see that you enforce those expectations fairly for everyone, they're far more likely to follow your rules without issue. This is by far the best way to protect your property and prevent tenant conflicts. The clearer your expectations are, the easier it will be to manage your properties.
