One way to keep your Prince George County tenants happy is to be proactive about creating the lease agreement. Answering all the potential questions a tenant may have in the agreement itself and before the tenant asks will help you avoid possible trouble in the future. After all, you want to ensure your tenants have the information they need at their fingertips if they need clarification about your rental rules. So, let’s look at 10 of the most common tenant questions and how to answer them in your lease agreement.
Contents of This Article:
- Why Are Tenant Questions Important?
- 10 Frequently Asked Questions by Tenants
- How Can Professional Management Help?
Why Are Tenant Questions Important?
Entering into a lease agreement with a tenant is not something to take lightly. Lease agreements are legally binding contracts that bind both the tenant and landlord to any conditions of tenancy once signed, as long as they do not conflict with any state or local laws. As a landlord, you are responsible for ensuring all conditions are expressly stated within the agreement to prevent future conflict.
A thorough lease agreement is crucial for both landlords and tenants. The more detailed the lease, the less questions tenants will have for you. If your tenant has any questions regarding the lease agreement, it’s essential to answer them thoroughly to ensure you’re both on the same page regarding rental rules. You’ll also want to ensure your property managers in Washington, DC, are well-versed in your rules and expectations, too.
10 Frequently Asked Questions by Tenants
Tenants, especially those who are weighing the pros and cons of several different properties, are going to have questions about your rental. Whether it’s about the rent payment process, pet policy, or parking situation, answering these tenant questions in your lease agreement is important.
Here are ten of the most common tenant questions you’ll encounter as a landlord or property manager.
- How Is Rent Paid?
- What Utilities Are Tenants Responsible For?
- Is Renter’s Insurance Required?
- What If I Want to Break My Lease?
- Are There Rules Regarding Decorating?
- What Are the Parking Rules?
- How Do I Submit a Maintenance Request?
- Are There Any Extra Costs I’m Responsible For?
- What Is the Inspection Process Like?
- What Is Your Pet Policy?
How Is Rent Paid?
Every landlord or property management group has different policies regarding rent collection. That said, your tenants must understand the process behind paying their monthly rent so that you do not miss out on that regular flow of cash.
Here are some ideas for clarifying the rent collection process in your lease agreements:
- Calculate the first month’s pro-rated rental rate should the tenant move in mid-month.
- Determine if you will allow a grace period.
- Explain the late rent policy and understand that your lease agreement may NOT provide for a penalty for late rent payments in excess of 5% of the amount due for the rental period for which the payment was delinquent.
- Provide different methods for rent payment so tenants know their available options.
- Outline the consequences of not paying rent.
What Utilities Are Tenants Responsible For?
Landlords sometimes cover utility bills as an incentive or special bonus for renting a particular home, though this is not always the case. So, make it clear to the tenant from the start which utilities are their responsibility. Some common utilities that the landlord may cover include:
- Heat (electric, gas, oil)
- Water/sewer/trash
- Garbage collection
- Parking permits
- Cable and/or internet connections
Is Renter’s Insurance Required?
Not all rental properties require tenants to have renters insurance in place in order to rent a home. However, this is something to consider as renters insurance is usually largely undervalued.
Underestimating the importance of renters insurance and not requiring your tenants to have some can place a large burden on you and become very costly should anything happen to the home or its inhabitants. So, think this decision through and decide if this is a requirement you will include in your lease agreement.
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What If I Want to Break My Lease?
No landlord wants their tenant to break a lease. Early terminations, whether for good cause or not, are a hassle to deal with. It is best to outline the early termination process to your tenant from the start of the lease, including all consequences that may follow a broken lease agreement.
Here are some key things to include in this clause of the contract:
- The notice required to vacate the property (including the timeframe and form the notice must be given in).
- Charges associated with early termination.
- The cancellation process should you choose to allow certain instances of early lease termination.
Are There Rules Regarding Decorating?
People renting properties want to feel comfortable, so they will decorate the house with their personal items to make the place feel like home.
Your lease agreement must state which changes to the home, whether interior or exterior, require approval beforehand. Additionally, beyond normal wear and tear, it must be made clear what your tenant will be financially responsible for upon moving out.
Be careful not to wrongfully use your tenant’s security deposit and know the legal move out process to avoid excess fees.
What Are the Parking Rules?
Some neighborhoods or high-traffic living areas have specific parking rules that must be adhered to. It is important that your tenant understands the rules to avoid unnecessary fines or towing expenses.
If this applies to the rental properties you rent out, think about including the following information in your lease agreement:
- Explain how many parking spaces per home are provided (should your neighborhood have designated parking).
- Give your tenant the parking permits required if applicable.
- Include the process behind someone illegally parking in your tenant’s designated parking space.
- Get information on all vehicles your tenant owns for identification purposes.
- Provide visitor passes if required and make sure your tenant understands the vehicle limits if there are any.
How Do I Submit a Maintenance Request?
Try as they might, landlords cannot avoid maintenance issues altogether. Although many maintenance problems can be prevented through quality upkeep of your rental property and by using a solid property management group, your tenant will eventually have a maintenance request. The goal is to ensure the tenant knows exactly what to do when a maintenance issue arises.
To avoid a headache for everyone involved, check out this information you should provide your tenant upon move-in:
- Outline who to contact during and after office hours for minor repairs and emergency situations. Include names and contact information.
- Make a list of on-site maintenance staff to contact if applicable.
- Give the tenant options for submitting a request (if available), such as online requests, phone requests, paperwork to fill out, etc.
- If the landlord is not responsible for certain requests (such as specific appliances or lightbulb replacements), state that clearly in the lease agreement to avoid confusion later on.
Are There Any Extra Costs I’m Responsible For?
It is easy to assume that all neighborhood amenities are included in the rent, but this is not always the case. For instance, there may be HOA fees the tenant is liable for paying.
In addition, the community gym, parking spaces, external storage access, and even laundry services may not be included, and the tenant needs to be made aware of these stipulations before signing the lease.
What Is the Inspection Process Like?
Sometimes, your property management group needs to inspect your rental property. That said, there are rules regarding entry to your tenant’s home, whether for a specific purpose or just as a general checkup.
Make the tenant feel at ease by summarizing the inspection process. Include things such as:
- The type of advance notice that will be given before entry into the property. Make sure to follow the rules to a lawful entry to avoid trespassing charges.
- How you will show the property to prospective tenants if the current tenant isn’t renewing their lease.
- The rules regarding maintenance staff entering the premises while the tenant is away from the property.
What Is Your Pet Policy?
Allowing pets into your rental home is a personal decision that must be weighed carefully. It is your job to make that decision and inform your tenant accordingly.
If you are allowing pets, make sure they know what deposit is required, if any, what type of animals are permitted and if there are any restricted breeds, how many pets are allowed in the home, and what kind of paperwork you require on each animal.
Further, ensure tenants are aware of any penalties that may be incurred should an unapproved pet be found in the rental.
How Can Professional Management Help?
Renting multiple properties at once, or even just one property, can be overwhelming. However, it is essential to place extra emphasis on the lease agreement, as it protects your investments and sets the foundation for landlord-tenant relationships. Answering tenant’s questions in your lease agreement before they have to ask helps keep everyone on the same page.
Do you need help drafting a comprehensive rental agreement? Consider investing in your local property management group! With extensive experience drafting fully compliant and thorough lease agreements, the agreement itself will address all of the above potential tenant questions (and more). There will be no confusion regarding responsibilities, and both landlord and tenant will enter the lease agreement fully understanding what is to be expected.
Bay Property Management Group provides full-service rental management throughout Baltimore, Philadelphia, Northern Virginia, and Washington, DC. Contact us today to learn more about how we can help your rental business succeed!
