How to Encourage Tenants to Report Repairs Promptly

Key Takeaways

• Tenants often delay reporting repairs, which can make problems worse and more expensive to fix.
• Landlords have a legal obligation to provide habitable housing and make timely repairs.
• A clear repair reporting policy and routine maintenance schedule prevent small issues from escalating.
• Educating tenants on the importance of early reporting improves safety, reduces costs, and boosts tenant satisfaction.

Handling repairs and maintenance is usually one of the biggest headaches for landlords. But luckily for you, there is something you can do for minimal stress and reduced costs. And that is by simply encouraging your tenants to report issues early!

As a savvy landlord, you know the importance of keeping your property in great condition. It not only ensures your tenants are happy and comfortable, but can also minimize your operational costs for an optimal ROI.

But here’s the problem: some tenants usually hesitate to report repairs and maintenance issues on time. Either, because they don’t see them as urgent, or they worry about the disruptions the repairs could cause.

Consequently, the issue only becomes more and more serious, and potentially costly to fix. In turn, this ends up hurting your ROI.

As a landlord, it’s upon you to create a smooth repair reporting policy. Also, encourage tenants to report them as soon as they find out about them.
In this blog, we’ll walk you through expert tips on how to encourage tenants to report repairs promptly.

Landlords’ Duties for Repairs and Maintenance

As a landlord, you have a legal responsibility to ensure you provide tenants with a livable space. This is usually outlined in the state’s habitability codes. These outline the minimum health, safety, and building codes a rental property must meet for occupation.

Generally speaking, the following are some of the requirements a property must meet to be considered habitable.

• Running water.
• Working smoke and carbon monoxide detectors.
• No pest infestations
• No mold issues.
• Property structural integrity.
• Functional plumbing and electrical facilities.

In addition to ensuring your property meets these requirements, you must also respond to issues quickly. In North Carolina, for instance, landlords must make repairs within a “reasonable time” after getting a proper notice from tenants.

If you fail to provide habitable conditions for your tenants, you may be liable to certain penalties. The tenant can sue you for costs and rent abatement. They can also take a court order to force you to make repairs.

With that in mind, here are other reasons why you may want tenants to proactively report repairs promptly.

Delayed Maintenance can be Costly to Fix

As a landlord, ignoring to fix repair issues can hurt your bottom line. What may start as a minor leak under the sink can grow to become a serious water problem in the home, leading to a water damage domino effect.

Staying proactive is the key to saving money and optimizing your ROI. A tenant may not fully understand the impact of delaying repairs, that’s why educating them on the importance of reporting issues early is key.

Establish a Routine Maintenance Schedule

Do this to ensure that you are able to identify problems quickly before they worsen. Regularly inspecting your rental property can help ensure that minor issues don’t morph into serious ones.

In your routine maintenance schedule, make sure to include a mix of seasonal, annual, and monthly tasks. Some monthly or quarterly tasks can include:

• Testing smoke and carbon monoxide detectors.
• Inspecting and replacing air filters.
• Checking for plumbing leaks.
• Inspecting signs of pest activity.
• Ensure all outdoor lighting is working as it should.

Seasonal tasks can include checking the HVAC system, flushing the water heater, clearing gutters and downspouts, and checking for drafts in windows and doors. You may also want to trim trees and shrubs away from the roof and the house.

As for annual checks, you can prioritize the following tasks.

• Inspecting the roof for any damage.
• Checking for any structural damage in the foundation, walls, or ceilings.
• Scheduling a deep cleaning of the flooring or carpets.
• Professionally having the water heater serviced.

Prioritize the Tenant’s Safety and Health Conditions

As already mentioned, landlords have a legal obligation to safeguard their tenants' health and safety. And this is another area where you should encourage tenants to report issues as promptly as possible.

Plumbing problems, gas leaks, and electrical issues can leave your tenants and the property at risk. And so can issues like water damage, mold, and pest infestations. These can create a hazardous living situation for your tenants, leading to potential liabilities.

Ideally, provide your tenants with clear guidelines on what exactly to do when it comes to reporting health and safety concerns. Also, let them know what constitutes an emergency and a non-urgent issue.

Conclusion

Encouraging tenants to report repairs promptly is beneficial to both parties in the lease. For the tenant, prompt repairs will ensure they remain comfortable in the unit.

As for you, prompt repairs will ensure legal compliance, minimal costs, and even high retention rates due to improved tenant satisfaction.

TE Johnson & Sons specializes in providing tenants and owners with the highest quality of customer service. Our #1 goal is to help investment property owners grow and maximize their return on investment in the Winston-Salem, NC, area. Get in touch to learn more!

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